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Roles & access

Set roles and control access

Give each teammate the right role — admin, manager, member, or viewer — and let KudosCRM's layered, deny-wins permission engine enforce what they can see and do across the whole CRM, with per-user overrides that are audited.

Updated June 2026

A role is the simplest way to control access: assign someone admin, manager, member, or viewer and KudosCRM applies the right reach across the CRM. Behind the role sits a layered permission engine that's enforced everywhere, so access is consistent whether someone's in deals, contacts, tasks, or settings.

This guide sets a user's role in the admin console and explains how enforcement works — including the deny-wins layering and per-user overrides that let you tune one person's access without changing everyone's. The visual matrix editor for hand-building a role is on the roadmap; today you assign roles and rely on the engine to enforce them.

Who this is for

Workspace admins who manage who can do what, and managers who need to understand what their team can see and change.

Before you start

  • A KudosCRM account with admin access to the user console.
  • The teammates you want to set roles for already invited or active in the workspace.
  • A clear idea of the four roles — admin, manager, member, viewer — and what each should reach.

Permissions are deny-wins and audited

KudosCRM resolves access in layers — role defaults, then per-role and per-user overrides — and a deny always wins over an allow, so a tightened permission can't be loosened by accident. Every override is recorded in the audit trail, so you can always see who changed access and when.

Set a user's role, step by step

  1. Open the user console

    Go to your team settings and open the user console. Search or filter to find the teammate you want — for example, Maria Chen on the sales team.

  2. Choose the right base role

    Edit the user and set their role. Admin manages the whole workspace; manager oversees a team; member does day-to-day work; viewer sees but can't change. There's also a sales-role overlay for sales-specific reach on top of the base role.

  3. Understand how enforcement applies

    Once you save, the permission engine enforces the role across the CRM — deals, contacts, tasks, settings, everywhere. You don't wire each screen by hand; the role drives what each person sees and can do consistently.

  4. Apply a per-user override when needed

    If one person needs slightly more or less than their role, apply a per-user override. Remember deny-wins: a denial sticks even if another layer would allow it, so use overrides to tighten precisely without rebuilding a role.

  5. Adjust access as people change roles

    When someone moves teams or takes on more, change their role in the console and the engine re-applies their access immediately. Pair this with deactivate-with-successor when someone leaves so their open work reassigns cleanly.

  6. Review changes in the audit trail

    Open the audit log to confirm a role or override change landed and to see who made it. Every access change is recorded, so you keep a clean history for security reviews.

What you get

  • Four clear roles — admin, manager, member, viewer — plus a sales overlay, set in one console.
  • Consistent enforcement across the whole CRM from a layered, deny-wins permission engine.
  • Per-user overrides to tune one person's access without changing everyone's role.
  • An audit trail of every access change, so security reviews are quick and clean.

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Bulk-invite teammates, then set each person's role from the console.

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Recurring tasks & checklists

Build the routine work your team's roles let them act on.

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Security & roles (feature)

Everything KudosCRM access control does, on the feature page.

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Task board & My Day

See how assigned work shows up for the people you've given access to.

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Part of Team

Team is the seventh stop in the KudosCRM journey — assign work across projects, set role-based access, and invite your team, all on one record. See the full picture on the Team platform overview.

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