Help Center

Roles & Permissions (Role-Based Access Control)

Roles & Permissions lets account owners control what each team member can see and do in LeadCenter. A role is a set of permissions, such as viewing accounts, creating templates, managing users, or seeing records across the account.

Use roles to give each team member the access they need for their work without giving everyone the same level of access.

Where to Find Roles & Permissions

1. Open Settings.
2. Go to User & teams.
3. Open Roles & Permissions.
4. Open a role to review or update its permissions.

To assign a role to a team member, go to the Users page and select the appropriate role for that user.

Built-In Roles

Every account includes four built-in roles:

• Owner — Has full access to the account. This role is locked and cannot be edited or removed. An Owner’s role cannot be changed from the role selector.
• Admin — Has broad management access across the account.
• Editor — Can work with records and content, with fewer administrative permissions.
• Limited — Has the most restricted access. By default, Limited users only see records they own or are assigned to.

Note: Built-in roles cannot be deleted.

Create a Custom Role

Custom roles let you create access levels that match how your team works.

1. Go to Settings and open Roles & Permissions.
2. Click Create role.
3. Enter a role name and optional description.
4. Select the permissions the role should have.
5. Click Save.

Note: A new custom role starts with no permissions selected. Add only the permissions that role should have.

You can edit or delete custom roles later as your team’s responsibilities change.

Review Permissions

Permissions are grouped by area, such as Financial Accounts, Templates, Marketing, Forms, and Email Setup. In each group, the View permission appears first because many other actions depend on being able to view that area.

Use these tools to review permissions more easily:

• Search — Find a permission by name.
• Show selected only — Review only the permissions already included in the role.
• Select all and Clear all — Start from a known state when setting up or revising a role.

Financial Account Type Visibility

For financial-advisor accounts, financial account visibility is separated by account type:

• AUM
• Insurance
• Financial Planning

Important: Granting View accounts by itself does not show financial accounts. The role must also include at least one account type visibility option. If no account type is selected, account lists remain empty by design.

See All Records or Assigned Records Only

The See all tenant records permission controls whether a user can see records across the full account or only records connected to them.

• Permission granted: The user can see records across the account.
• Permission not granted: The user only sees records they own or are assigned to.

This affects areas such as contacts, tasks, notes, calls, and related activity.

What Users See When Permissions Are Limited

LeadCenter hides pages, tabs, fields, buttons, and menu items when a user’s role does not include the related permission. If a user tries to open a protected page or perform a restricted action directly, LeadCenter blocks the action.

Sensitive financial figures, such as commission or fee amounts, are not displayed when the user’s role does not include the matching permission.

Troubleshooting Access Issues

If a user cannot see a page, list, button, or record they expected to see, check their role first.

• Confirm the role includes the related View permission.
• For financial accounts, confirm at least one account type visibility option is selected.
• For assigned-only users, confirm the record is owned by or assigned to that user.
• After changing a role, ask the user to refresh the page or sign out and back in if their screen has not updated.

Best Practices

• Give each team member the lowest level of access that still lets them do their work.
• Use custom roles for job-specific access, such as operations, marketing, service, or administrative responsibilities.
• Review roles when team responsibilities change.
• Keep personal areas, such as a user’s own profile, notification preferences, and calendar, available where appropriate.
• Check roles before troubleshooting missing pages or empty lists.