> ## Documentation Index
> Fetch the complete documentation index at: https://docs.play2sell.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Roles and Permissions

> Configure roles and access control — define what each user role can see and do in SalesOS.

# Roles and Permissions

SalesOS uses a role-based access control (RBAC) system to manage what users can see and do. Each user is assigned a role, and each role has a set of permissions.

## Default Roles

SalesOS comes with three built-in roles:

<Tabs>
  <Tab title="Admin">
    Full access to the entire platform. Admins can:

    * Access the Admin panel and all settings
    * Manage users, teams, and roles
    * Configure pipeline stages, custom fields, and workflows
    * View all deals, leads, and reports across the company
    * Manage billing and subscriptions
    * Create and manage gamification settings
    * Access API keys and integration settings
  </Tab>

  <Tab title="Manager">
    Access to team management and reporting. Managers can:

    * View and manage deals and leads for their team
    * Access team performance reports and dashboards
    * Create and manage challenges
    * Reassign deals and leads within their team
    * View team chat channels
    * Export team data

    Managers **cannot**:

    * Access the Admin panel
    * Manage billing or subscriptions
    * Change pipeline stages or custom fields
    * Manage users outside their team
  </Tab>

  <Tab title="Sales Rep">
    Access to individual sales tools. Sales reps can:

    * Create, view, and manage their own deals and leads
    * View the pipeline (own deals highlighted)
    * Access chat and participate in channels
    * View rankings and earn badges
    * Participate in challenges
    * Update their own profile

    Sales reps **cannot**:

    * View other reps' deal details (unless shared)
    * Access reports beyond personal stats
    * Manage other users
    * Access admin settings
  </Tab>
</Tabs>

## Permission Matrix

| Permission           | Admin | Manager | Sales Rep |
| -------------------- | :---: | :-----: | :-------: |
| View own deals       |  Yes  |   Yes   |    Yes    |
| View team deals      |  Yes  |   Yes   |     No    |
| View all deals       |  Yes  |    No   |     No    |
| Create deals         |  Yes  |   Yes   |    Yes    |
| Edit own deals       |  Yes  |   Yes   |    Yes    |
| Edit team deals      |  Yes  |   Yes   |     No    |
| Delete deals         |  Yes  |    No   |     No    |
| View all reports     |  Yes  |    No   |     No    |
| View team reports    |  Yes  |   Yes   |     No    |
| View personal stats  |  Yes  |   Yes   |    Yes    |
| Manage users         |  Yes  |    No   |     No    |
| Manage teams         |  Yes  | Limited |     No    |
| Configure pipeline   |  Yes  |    No   |     No    |
| Manage custom fields |  Yes  |    No   |     No    |
| Manage workflows     |  Yes  |    No   |     No    |
| Access billing       |  Yes  |    No   |     No    |
| Create challenges    |  Yes  |   Yes   |     No    |
| Manage integrations  |  Yes  |    No   |     No    |
| Export data          |  Yes  |   Yes   |     No    |

## Custom Roles

Administrators can create custom roles for specific needs:

<Steps>
  <Step title="Go to Admin > Roles">
    Open the Admin panel and click **Roles**.
  </Step>

  <Step title="Click Create Role">
    Click the **+ Create Role** button.
  </Step>

  <Step title="Name the role">
    Give the role a descriptive name (e.g., "Senior Rep", "Regional Manager", "Read-Only Viewer").
  </Step>

  <Step title="Set permissions">
    Toggle individual permissions on or off. Start from the closest default role and adjust as needed.
  </Step>

  <Step title="Save">
    Click **Save Role**. You can now assign this role to users.
  </Step>
</Steps>

### Common Custom Roles

<AccordionGroup>
  <Accordion title="Senior Sales Rep">
    Like Sales Rep but with ability to view team deals and access team-level reports. Useful for experienced reps who mentor others.
  </Accordion>

  <Accordion title="Read-Only Viewer">
    Can view dashboards and reports but cannot create, edit, or delete anything. Useful for executives who only need visibility.
  </Accordion>

  <Accordion title="Team Lead">
    Like Manager but limited to a single team. Can view and reassign deals within their team but not access other teams.
  </Accordion>
</AccordionGroup>

## Data Visibility Rules

Beyond role permissions, SalesOS enforces data visibility rules:

* **Own data** — Users always see their own deals, leads, and activities
* **Team data** — Managers see data for users in their team
* **All data** — Admins see everything across the organization
* **Shared data** — Any user can share a specific deal with another user, regardless of role

<Note>
  Sharing a deal with another user gives them read access to that deal only. It does not change their role or general permissions.
</Note>

## Changing a User's Role

1. Go to **Admin > Users**
2. Find the user and click their name
3. Select the new role from the **Role** dropdown
4. Click **Save**

The change takes effect immediately. If the user is currently logged in, they may need to refresh their browser to see the updated permissions.

<Warning>
  Be careful when changing an Admin to a lower role. Ensure at least one other Admin exists, as every workspace needs at least one administrator.
</Warning>

## Next Steps

<CardGroup cols={2}>
  <Card title="Teams" icon="people-group" href="/admin/users/teams">
    Set up team structure
  </Card>

  <Card title="Invites" icon="user-plus" href="/admin/users/invites">
    Invite users with the right roles
  </Card>
</CardGroup>