> For the complete documentation index, see [llms.txt](https://biglead.gitbook.io/biglead-docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://biglead.gitbook.io/biglead-docs/en/employees/3.-roles.md). # 3. Roles ## 1. What Is a Role? A **Role** is a feature that enables businesses to manage user permissions within the Biglead CRM system. By assigning roles, administrators can control which features each employee is allowed to view, access, or modify. Examples: * **Sales Representatives** can only view and update their own customers. * **Sales Managers** can access data for their entire team. * **Marketing Staff** can manage marketing campaigns but cannot access financial reports. * **Executives** can access all data across the system. Role-based access control helps businesses: * Protect customer data. * Prevent unauthorized or incorrect operations. * Improve workforce and user management. * Clearly define responsibilities for each department. ### 2. Accessing the Roles Screen Navigate to: **Settings → Users → Roles** The system will display a list of all roles currently used within your organization. Typical information includes: * Role Name * Description * Number of Assigned Users * Creation Date * Status ### 3. Creating a New Role #### Step 1: Add a New Role Click **Add New** or **Create Role**. #### Step 2: Enter Role Information Provide the following details: **Role Name** Examples: * Sales Representative * Sales Team Leader * Marketing * Customer Service * System Administrator **Description** Enter a brief description of the role's responsibilities. Example: *Can manage assigned customers and sales opportunities.* ### 4. Configuring Role Permissions After creating a role, you can configure permissions for each module. Common permissions include: #### View Allows users to view data. Examples: * View customer lists * View reports * View sales opportunities #### Create Allows users to create new records. Examples: * Create customers * Create orders * Create marketing campaigns #### Edit Allows users to update existing records. Examples: * Edit customer information * Update opportunity stages * Modify order information #### Delete Allows users to delete records. **Note:**\ This permission should only be granted to managers or administrators to prevent accidental data loss. #### Export Allows users to export data to Excel or CSV files. Examples: * Export customer lists * Export sales reports * Export marketing data #### Import Allows users to import data from Excel files. Examples: * Import customers * Import orders * Import products ### 5. Configuring Permissions by Module Biglead CRM provides granular permission settings for each module. #### Customers Users can be granted permission to: * View Customers * Create Customers * Edit Customers * Delete Customers * Export Customer Data Example: **Sales Representative:** ✅ View ✅ Create ✅ Edit their own customers ❌ Delete customers #### Sales Opportunities Permissions include: * View Opportunities * Create Opportunities * Edit Opportunities * Change Opportunity Stages * Delete Opportunities Example: A **Sales Team Leader** can view all opportunities within their team. #### Orders Permissions include: * Create Orders * View Orders * Edit Orders * Cancel Orders Example: An **Accountant** can view orders but cannot edit customer information. #### Marketing Permissions include managing: * Marketing Campaigns * SMS Marketing * Email Marketing * Marketing Automation Example: Marketing staff can create campaigns but cannot access financial data. #### Reports Permissions include: * View Personal Reports * View Team Reports * View Company-wide Reports These permissions are especially important for managers. ### 6. Configuring Data Scope In addition to action-based permissions, Biglead CRM also supports data access based on scope. #### Personal Data Users can only access records assigned to them. Example: Sales Representative A can only view their own customers. #### Team Data Users can access all data within their team. Example: Sales Team Leader. #### Department Data Users can access all records within their department. Example: Sales Manager. #### All Data Users can access all data across the system. Examples: * Executive Management * System Administrator ### 7. Assigning Roles to Users After creating a role: #### Step 1 Go to: **Users** #### Step 2 Select the employee you want to assign a role to. #### Step 3 In the **Role** field, choose the appropriate role. Example: | User | Role | | ------------ | -------------------- | | Nguyen Van A | Sales Representative | | Tran Van B | Sales Team Leader | | Le Thi C | Marketing | | Pham Van D | Administrator | #### Step 4 Click **Save**. The system will immediately apply all permissions associated with the selected role. ### 8. Editing a Role When your organizational structure or business processes change: * Open the **Roles** list. * Select the role you want to edit. * Update its permissions. * Click **Save**. **Note:** Any changes made to a role will be applied immediately to all users assigned to that role. ### 9. Recommended Standard Roles #### Sales Representative **Permissions:** * Manage personal customers * Manage personal sales opportunities * Create orders **No permission to:** * Delete data * View company-wide reports #### Sales Team Leader **Permissions:** * View team data * Manage team opportunities * View team reports #### Marketing **Permissions:** * Manage marketing campaigns * Manage marketing automation * Manage email marketing #### Customer Service (CS) **Permissions:** * View customer information * Manage support tickets * Track customer interaction history #### Administrator **Highest level of access:** * Manage users * Manage roles * Manage system settings * Access all system data ### 10. Best Practices for Using Roles * Grant only the permissions required for each job. * Restrict delete permissions whenever possible. * Regularly review user permissions. * Separate permissions between Sales, Marketing, and Customer Service teams. * Limit Administrator roles to the minimum number of users. * Carefully verify all permissions before deploying them across the organization. ### Conclusion The **Roles** feature in Biglead CRM enables businesses to implement a secure and well-structured permission management system, ensuring data security while improving operational efficiency. Properly configuring roles from the beginning helps organizations manage CRM operations more effectively, minimize risks, and maintain full control over customer data across the entire system.