How do I create a custom role for my team?

LiveRec EditorialUpdated

To create a custom role, open the Roles tab in Teams & permissions and choose Add role. Name and describe it, optionally copy a built-in role, then tick its permissions on the Permissions tab and assign it to a teammate. You can have up to 25 custom roles. You can only give a role permissions you hold yourself.

Before you start

You need permission to manage the team. If you cannot, you see the grid read-only. To understand the built-in roles first, see Roles and permissions explained.

Steps

  1. Open Teams & permissions and choose the Roles tab. A counter such as "7 of 25 custom roles" shows how many you have used. At 25, the Add role button is disabled and tells you why.
  2. Choose Add role.
  3. Enter a Role name, from 2 to 60 characters. Names must be unique in your company.
  4. Under "What is this role for?" write a short description (up to 200 characters). It is required.
  5. Under Start from, choose a built-in role to copy, or "Nothing, start empty". You start with that role's permissions and then change them on the next screen.
  6. Choose to create the role. If you click twice or retry after a timeout, you still get one role, not two.
  7. On the Permissions tab, tick or untick the permissions for your role, using the section boxes to change a whole section at once, then choose Save changes. Sensitive areas such as billing, background checks, payroll and exports have their own permissions.
  8. Open Team members and use Change role to give the role to a teammate. See Change a role, deactivate or remove a team member.

Example

A colleague should read hiring analytics and email reports but not see billing or edit jobs. Choose Add role, name it for that job, start empty, and on the Permissions tab tick only the analytics view and export permissions. Then assign it to that person.

Edit or delete a role

Open the role and choose Edit to change its name or description. Choose Delete to remove it; the dialog names the role, says the removal cannot be undone, and requires everyone who holds it to be moved to another role first. If people still hold it, it lists them and offers Go to Team members instead.

Common problems

  • "You already have a role with that name. Pick a different name."
  • "You have reached 25 custom roles. Delete one you no longer use to add another."
  • "You are adding roles very quickly. Wait a minute and try again."
  • "That wasn't saved. You may not have permission to change roles." Ask an owner or admin.