Learn how to use Custom Roles and Record Sets to create tailored permissions and control user access across your account.
The Custom Roles and Record Sets features help you control what each user can see and do in the account. With these tools, you can set up permissions specific to your team’s needs.
Default Roles
Expiration Reminder has three main roles for users:
- Admin – Full access to all parts of the account, including Billing.
- Manager – Access to almost everything but Billing.
- Viewer – Can view information but cannot make changes.
Only Admin has complete access, and this role cannot be recreated.
Custom Roles
With Custom Roles, you can create new roles with specific permissions for different teams. New Custom Roles start with the same permissions as the Manager role, but you can adjust them as needed.
Permissions Levels
Permissions in Custom Roles can be set to “All,” “Some,” or “None”:
- All: Gives access to all options in that section.
- Some: Allows selected permissions.
- None: Blocks access to that section.
Note: Permissions in a Custom Role will override any permissions set in a Record Set. For example, if the Role blocks editing, a Record Set cannot enable editing.
Record Sets
Record Sets allow you to control access for each user on a more detailed level. This is useful for setting permissions based on specific job responsibilities. Examples may include:
- Giving a Supervisor view and edit access to employees in their department.
- Allowing an Employee view-only access to items related to their own work.
Setting Up Record Sets
- Use an Existing Record Set: New users default to “None” in Record Sets, which gives them “All” access based on their Role permissions.
- Create a Custom Record Set: Custom Record Sets are saved as presets that can be reused. For example, if you create a Record Set for Jane Doe that allows access to the North Department, her Record Set will be saved as a preset. This makes it easy to give other users with similar needs the same access.
Using Custom Roles and Record Sets together lets you create clear access levels, so users can only see or interact with the information relevant to them, like specific Locations, Contacts, or Expiration Items.