How to configure custom roles (RBAC) in HelloGrowthCRM
Build custom roles with fine-grained permissions. Limit access by record type, ownership, region, or custom field.
What this guide helps you do
Follow this article when you want a focused, step-by-step path to complete the task without digging through menus.
Need a broader overview first?
Go back to the Admin & Security section to browse more guides, compare related tasks, and choose a better starting point.
View all Admin & Security guidesDefault roles cover 80%. For finance auditors, contractors, regional managers, BDRs — use custom roles.
How to use this guide
Read the intro to confirm this is the right workflow, complete the steps in order, then review the common issues and related articles if your setup behaves differently from the standard path.
What you'll need
- •Pro tier or above
- •Owner role
- •Clear sense of who needs what
- •30-60 minutes for first custom role
- 1
Settings → Security → Roles
Settings → Security → Roles → +Custom role.
- 2
Name and inherit
Name: Finance Auditor. Inherit from Read-Only.
- 3
Configure record permissions
Per object: View own/team/all, Edit own/team/all, Delete, Custom field visibility.
- 4
Configure module access
Pages: Dashboard, Reports, Settings (sub-pages).
- 5
Configure feature permissions
Calling, Email, AI, bulk operations.
- 6
Configure data filter
Auditor sees only WHERE custom_field needs_audit = true.
- 7
Configure approval workflow
Refunds > ₹X need approval from another role.
- 8
Test
Test user with role. Try blocked things; verify denials.
- 9
Assign to user
Settings → Team → click user → role dropdown → Custom role.
- 10
Audit usage
Reports → Roles → permissions exercised.
Frequently asked questions
How many custom roles?▾
Pro: 10. Enterprise: unlimited.
Audit log of role changes?▾
Yes.
Multi-tenant orgs?▾
Each tenant has own role set.
Role + team + territory?▾
Compose. Role = function; team = group; territory = filter.
External user role?▾
Yes — for contractors who see only specific records.
API access by role?▾
Yes — API tokens carry role.
Related articles
See it in product
Try it yourself
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Still need help?
If this article does not match your account setup, rollout stage, or edge case, review more guides in Admin & Security or contact our team for direct help.
Rushabh leads product strategy at HelloGrowthCRM with a focus on CRM workflows, revenue operations, and practical product design for growing businesses.
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