Overview
User Roles and Permissions are the foundation of system access in SalesExec. They control which parts of the system a user can interact with, what data they can see, and what actions they can perform. The system includes various administrator and user levels, each with distinct capabilities that help maintain security and operational efficiency.
Key Concepts
Role: Defines a user's visibility and rights to manage system features. It determines what a user can access and modify within SalesExec.
Permission: Specific rights allowed within a particular role, detailing the exact actions a user can perform.
Multiple Roles: If a user has more than one role assigned, SalesExec defaults to the role with the lowest number of enabled permissions.
Access Levels
Access Levels define which leads are visible to a user and are categorized into three main tiers:
Corporate: Provides full visibility to all leads across all branches in the corporate hierarchy. This is the appropriate level for an account administrator.
Branch: Allows visibility to all leads assigned to every user within a single branch. This is ideal for sales managers.
User: Restricts access to only those leads assigned directly to the user. This is the standard level for a sales agent.
Access Accounts
For users with Branch-level access, Access Accounts allow a sales manager to access leads in multiple specific branches without needing full corporate access. The available branches are driven by the user hierarchy defined in the Manage Users screen.
How to Create a New Role
Navigate to More > Settings > Setup Users and their Roles > Roles and Permissions.
Click Create New Role.
Enter a descriptive name for the new role.
Configure the toggles:
Enable/Disable: Activate or deactivate the role.
Apply by Default: Set this to ENABLED if this role should be assigned automatically when new users are added.
Click Save.
Best Practices
Follow the principle of least privilege: Assign users the lowest level of permissions needed to perform their job functions.
Use descriptive role names: Clearly name roles (e.g., "Sales Manager - Branch A") to reflect their purpose and scope.
Leverage Access Accounts for managers: Grant Branch-level access and use Access Accounts to give managers cross-branch visibility without providing full Corporate-level access.
Audit roles periodically: Regularly review user roles and permissions to ensure they remain aligned with current job functions.
Understand role hierarchy: Remember that when multiple roles are assigned, the one with the most restrictive permissions takes effect.
Troubleshooting
User cannot see expected leads
Check the user's role and ensure the correct Access Level (Corporate, Branch, User) is configured.
For Branch-level users, verify the correct branches are selected in Access Accounts.User lacks permissions for a specific feature
Review the permissions enabled within the user's assigned role.
Check if the user has multiple roles; the system may be defaulting to the more restrictive one.New role not available when assigning to users
Confirm the role was saved and is Enabled.
Verify you are navigating to the correct settings section (Create Roles and Permissions)."Apply by Default" not working for new users
Ensure only one role has "Apply by Default" enabled if you want it assigned automatically.
Check that the role is enabled; disabled roles cannot be assigned by default.