Roles and access
Convertly uses an Admin system role plus custom roles created by your organization. Names such as “Sales” or “Manager” are labels you can choose—not fixed permission presets.
Two parts of access
Section titled “Two parts of access”| Setting | What it controls |
|---|---|
| Module access | No access, view, or manage for the relevant operational module |
| Record visibility | Assigned records or all permitted workspace records |
A role needs both the appropriate module permission and record visibility for the action. A visible navigation link does not grant additional rights.
Admin access
Section titled “Admin access”Workspace Admins manage organization configuration, users, roles, integrations, workspace email configuration, and billing. Reserve this role for trusted people responsible for the account.
The last Admin cannot be removed or demoted in a way that leaves the workspace without an Admin.
Create a practical custom role
Section titled “Create a practical custom role”- Open the user and role controls in Settings as an Admin.
- Name the role for a responsibility in your organization.
- Choose assigned-only or all-record visibility.
- Select the required module access, such as Leads, Tasks, Follow-ups, Calls, Messaging, Automations, Forms, AI, or Analytics where available.
- Review the changes and assign the role to the intended users.
- Verify the experience using an appropriate non-Admin account.
Give manage access only where the person must change data. Viewing a module does not automatically permit editing, importing, exporting, sending, or changing integration settings.
When responsibilities change
Section titled “When responsibilities change”Review access before moving a user to a new role. Permission changes can take effect immediately. Reassign work deliberately when someone leaves the team.
Archiving a role may require a replacement for existing users or dependent rules. Restoring a role does not automatically move users back or re-enable related automations.
Why a record is missing
Section titled “Why a record is missing”Confirm the active workspace, module access, record visibility, assignment, and Trash status. For calls and messages, also review the relevant device or inbox restrictions.
AI follows the current user’s data access. It is not a way to retrieve another team member’s restricted records.