User Roles
User Roles and Permissions
Summary: Understand different user roles in growlio and what permissions each role provides for your team.
Overview
growlio uses a role-based permission system to control who can access and modify data. Assigning appropriate roles ensures team members have the access they need while protecting sensitive information. This guide explains each role, its permissions, and best practices for role assignment in your organization.
Prerequisites
- Understanding of your team structure
- Administrator or Owner role to manage permissions
- Access to organization settings
Understanding growlio Roles
Step 1: Learn About the Owner Role
The Owner has complete control over the organization. This role can access all features, modify all settings, manage billing, and add or remove team members. Each organization has at least one owner.
Tip: Assign owner status only to founders or executives responsible for the overall business. Limit to 1-2 people for security.
Step 2: Understand Administrator Permissions
Administrators can manage most aspects of the organization except billing and owner-level settings. They can add team members, configure integrations, and access all client data. Use this role for managers and department heads.
Step 3: Review Member Capabilities
Members can create and edit records they own or are assigned to. They can add clients, leads, proposals, and contracts. They cannot access organization settings or manage other team members. This is the standard role for most team members.
Step 4: Learn Viewer Restrictions
Viewers have read-only access to data. They can see clients, proposals, and reports but cannot create, edit, or delete anything. Use this role for stakeholders, auditors, or external consultants who need visibility without edit access.
Tip: Use viewer roles for board members or investors who need insight into business operations without making changes.
Step 5: Compare Role Permissions
Review the permission matrix showing exactly what each role can do. This helps you make informed decisions when assigning roles to new team members.
Step 6: Understand Data Access
Learn how roles affect data visibility. Owners and Admins see all organization data. Members typically see only records they created or are assigned to. Configure these settings in organization preferences.
Step 7: Review Billing Access
Only Owners can access billing information, update payment methods, and change subscription plans. This protects financial data while allowing Admins to manage operational aspects.
Step 8: Check Integration Permissions
Administrators can configure integrations, but Members cannot. This prevents accidental misconfiguration of critical connections while allowing Admins to maintain smooth operations.
Tip: Train Administrators on integration management before granting them this level of access.
Step 9: Understand Client Portal Access
All roles except Viewers can invite clients to the client portal. However, only Members and above can manage portal permissions and view portal analytics.
Step 10: Learn About Role Changes
Owners and Administrators can change team member roles at any time. When you change someone's role, their permissions update immediately. Previous actions remain attributed to them.
Tips & Best Practices
- Assign the minimum role level needed for each person's job function
- Start new team members as Members and promote based on performance
- Review role assignments quarterly to ensure they match current responsibilities
- Document role requirements for consistency when adding new team members
- Use Viewer role for temporary access needs like audits or consultations
- Limit Owner and Administrator roles to 2-3 people maximum
- Train team members on their role's capabilities and limitations
- Create internal guidelines about what each role should handle
- Consider data sensitivity when assigning roles to contractors
- Revoke access promptly when team members leave
Troubleshooting
Issue: Team member can't access a feature
Solution: Check their assigned role and verify the feature is available to that role level. Review the permissions matrix to confirm capabilities. Upgrade their role if their job requires additional access.
Issue: Can't change someone's role
Solution: Only Owners and Administrators can modify roles. Verify you have appropriate permissions. You cannot change the Owner's role - contact the current owner directly.
Issue: Too many people have Admin access
Solution: Audit current role assignments and downgrade unnecessary Admin accounts to Member. Consider security implications of over-permissioned accounts.
Issue: New team member needs immediate full access
Solution: Assign Administrator role if they need broad access but not billing control. Only assign Owner if they're a business owner or executive. Temporary elevated access isn't recommended - use appropriate permanent roles.
Issue: Viewer can see sensitive client data
Solution: Viewers see all data but cannot edit it. If this is problematic, don't add them to your organization. Instead, export specific reports to share externally.