How to Manage User Roles

Keeping your CRM organized isn’t just about adding contacts and tracking deals—it’s also about who has access to what. The last thing you want is a sales rep accidentally deleting important client data or a marketing intern accessing confidential deal negotiations.

That’s where custom user roles come in. They give your team the right level of access—nothing more, nothing less—so everyone can work efficiently. Whether you need to lock down financial details, prevent accidental edits, or keep your sales pipeline streamlined, setting up roles ensures your CRM stays structured as your business grows.

Here’s how to create, update, and manage user roles in BIGContacts to keep everything running smoothly.

Why User Roles Matter

Let’s be real—without user roles, things get messy fast:

• Sales teams waste time sorting through irrelevant data.
• Confidential info gets exposed to people who don’t need it.
• Mistakes happen—deals get overwritten, and contacts get deleted.

With custom roles, you can:

• Give sales reps access to leads and deals without exposing financial data.
• Allow marketing to track campaigns without messing with customer records.
• Ensure managers can see team performance without modifying pipeline data.
• Keep sensitive data protected while still enabling seamless collaboration.

Structured access means fewer mistakes, better security, and a smoother workflow—without endless permission requests slowing things down.

In this article, you will learn:

1. Creating a User Role
2. Changing a User Role

How to Create a User Role

Step 1: Go to Admin in the side panel. Click Manage User Roles under MANAGE USERS.

Step 2: Click the “Add New User Role” button to proceed. 

Step 3:  Enter the Name and Description for the new User Role.

Step 4: Assign the roles and permissions

Step 5: Select the fields that you want to display to the users assigned to this role.

Step 6: After selecting the preferences, click the “Save Changes” button to create a user role.

How to Change a User Role

Step 1: Under MANAGE USERS, click “Add/Edit Users.”

Step 2: Click the edit icon corresponding to the User whose role you want to change.

Step 3: Updating User Role

• In the General tab, navigate to User Role and select the role.

• Click the “Save Changes” button to update the User Role. 

Best Practices for Managing User Roles

• Keep it simple: Too many roles can be as confusing as too few. Create only the ones you need.
• Limit access to sensitive data: If someone doesn’t need to edit or view something, don’t give them access.
• Regularly review roles: Ensure permissions align with team responsibilities as your business scales.
• Control bulk actions: Prevent accidental mass deletions or exports by restricting those features to admins.
• Use role-based reports: Allow managers to see insights without modifying the CRM structure.

You have successfully changed the User Role. If you encounter any issues or have any questions, feel free to contact our support team.