Roles & Permissions
Create and manage roles, assign permissions at the action level, and browse effective access for any user.
Roles List
Create custom roles, control what each role can do, and review role assignments from the roles table. The table includes Vadio's built-in roles and any custom roles your company has created.
| Column | What it shows |
|---|---|
| Role name | The name and icon assigned to the role. |
| Badge | Default for built-in roles or Custom for roles created by your company. |
| Access summary | Full access for the Owner role, a permission count for other roles, or No access when a role has no permissions. |
| Members | The number of people assigned to the role, or No one yet when the role has no members. |
| Actions | Create a New role, edit or duplicate an existing role, or delete a custom role. |
Built-in Roles
Vadio includes three built-in roles for common levels of responsibility. Built-in roles appear before custom roles and cannot be deleted.
| Role | Icon | Description |
|---|---|---|
| Owner | Crown | Has full access through the company-wide access bypass. The Owner role cannot be edited, duplicated, or deleted. |
| Admin | Shield | Has broad administrative access across company settings and operational areas. |
| Member | User | Has standard access based on the permissions assigned to the role. |
Creating and managing roles
New role
Select New role on the roles page to open the editor with a blank role. Add a name, choose an icon, and configure the permissions before saving.
Editing a role
Select any role row except Owner to open its editor. You can also use the row's action menu to select Edit.
Duplicating a role
Select Duplicate for any non-owner role and confirm the action. Vadio creates a new custom role with the same permissions and opens the new role in the editor, where you can rename it or adjust its access.
Retiring a role
Delete is available for custom roles only. If people still hold the role, the action is disabled and displays Reassign users first. Reassign those people to another role before deleting, then confirm the deletion in the dialog.
The Owner role cannot be edited, duplicated, or deleted.
Role editor
The role editor lets you configure the role name, icon, module access, and individual action permissions.
Name and icon
Enter a name that describes the responsibilities of the role, then choose an icon to help administrators identify it in the roles list.
Permission areas
Permissions are organized into six areas:
| Area | What it covers |
|---|---|
| Sales | Leads, deals, contacts, companies, orders, invoicing, forms, offers, products, and sales reporting. |
| Inspection | Inspections and related inspection work. |
| Meetings | Meetings, recordings, and checklists. |
| Bookings | Bookings and booking-related work. |
| Settings | Company settings and billing. |
| Chain | Chain oversight, lead distribution, courses, competence, intranet, staffing, announcements, resources, and chain configuration. |
Module access
Each module uses one of three access models:
- Record-based access: Choose No access, See own, or See all.
- Read access: Turn on a View checkbox to let the role see records in the module.
- Actions only: Configure individual actions without a module-level record access setting. This model is used for configuration modules.
For record-based modules, No access means the user cannot view records. See own limits access to records they own or are assigned. See all grants access to every record in the company.
Action permissions
Actions control what a role can do after it has access to a module. Unscoped actions use one checkbox. Scoped actions use separate Own and Everyone's options.
Grant the user's own records, everyone's records, or both when the action supports scopes. Use Grant all or Clear all within a module to update its available permissions at once.
The access summary uses these scope labels: Only your own, Everyone's, and Own and everyone's.
Your Access
The Your Access page shows your effective permissions based on your current role. It reflects the access you actually have, including full access granted to an owner.
Role identity
The role identity section shows your role name and icon, along with a role-type label:
- Default identifies a built-in role.
- Custom identifies a role created by your company.
- Full access identifies an owner or another full-access role.
Module view
Browse modules in the sidebar to review their effective access. Each module displays one of these access badges:
- No access
- Sees own records
- Sees all records
- Can view
The page shows only modules with at least one granted permission. If no permissions are granted, it displays No modules yet and directs you to contact an administrator.
Action statuses
Each action shows whether your role grants it.
| Status | Meaning |
|---|---|
| Granted | The action is allowed. |
| Not granted | The action is not available. |
Scoped actions also show their effective scope: Only your own, Everyone's, or Own and everyone's. Unscoped actions show a status without a scope label.
Assignment safeguards
Vadio protects company access when administrators change a person's role. These restrictions apply when assigning, removing, or changing roles.
| Restriction | What happens |
|---|---|
| Cannot change your own role | You cannot change your own role. The interface displays You can't change your own role. |
| Non-owner users cannot assign or remove the Owner role | Only an owner can assign or remove owner access. Other users see Owner only. |
| The last owner cannot be changed to a non-owner role | Assign another person as an owner first. The interface displays Make someone else an owner first. |