Creating and assigning a role to a user
Roles in BoldSales define who can see and do what inside the CRM. Each user is given exactly one role, which controls data visibility and access to modules while supporting a clear hierarchy and strong security.
Use cases
Sales team hierarchy
A sales manager needs to view every deal, while a sales representative should only see their own. A top-down role hierarchy makes this possible—visibility flows downward but never sideways.
Marketing read-only visibility
A marketing manager needs all contact details for campaigns but should not edit records. Assign a role with read-only permissions.
Temporary contractors or consultants
Create a limited-scope contractor role that grants access only to the modules they need, then deactivate or delete it once the project ends.
Creating a role
- Open Setup (shortcut Shift + *).
- Select Users and Teams > Roles.
- Click + Create role.
- Fill in:
- Role name – use clear, descriptive wording.
- Parent role – pick where this role should sit in the hierarchy.
- Description – add a short note for future admins.
- Click Create.
Assigning users to a role
You can assign users in three ways:
| Where | How |
|---|---|
| Role details page | Click Assign users inside the role. |
| Roles list | In the User count column, click the Assign users icon. |
| User profile | Go to Setup › Users, open the user, and choose a role from the Role dropdown. |
Save your changes to apply the new access level.
Verifying role assignment
- Return to Setup > Users and Teams > Roles.
- Open the role and confirm the user appears in the roles details page.
Best practices
- Review regularly – audit roles every quarter to match current responsibilities.
- Principle of least privilege – give only the access a user needs.
- Maintain hierarchy – keep a clean top-down structure for predictable data visibility.
- Log major changes – note any high-impact edits for compliance.
Article suggestion
- Overview of users and roles
- Best practices for managing user roles securely
- Understanding roles and permissions
Frequently asked questions (FAQs)
Can a user hold more than one role?
No. Each user can have only one role at a time.
Is there a limit to the number of roles I can create?
There’s no predefined limit—create as many as your organization needs.
Can I delete a role?
Yes, but you must first transfer users and sub-roles to existing roles.
Can I create department-specific roles?
Yes. You can tailor role access for sales, support, marketing, or any other team based on their needs.
Can I assign a role temporarily?
Roles can be changed anytime, so you can switch a user to a temporary role and change it back when needed.
