Roles & Permissions

Intellicon CRM uses a comprehensive Role-Based Access Control (RBAC) system with three layers: Module Permissions, Record Scope, and Field Permissions. This chapter covers the first layer — module-level permissions and role management.

RBAC Overview

The permission system has three distinct layers:

Layer	Controls	Configured In
Module Permissions	What actions a user can perform per module (view, create, edit, delete, export, import, invite)	This page
Record Access	Which records a user can see (own, team, department, reporting line, all)	Record Access settings
Field Permissions	Which fields are visible, read-only, or editable per role	Field Permissions settings

The Permission Matrix

The matrix covers 18 modules and 7 actions:

Modules

contacts · accounts · leads · opportunities · deals · tasks · projects · reports · users · roles · settings · admin · targets · gamification · notifications · forms · email

Actions

Action	Description
view	See records in lists and detail pages
create	Create new records
edit	Modify existing records
delete	Soft-delete records
export	Export data to CSV/Excel
import	Bulk import data
invite	Send invitations (users module only)

System Roles

Three built-in roles are provided out of the box and cannot be deleted:

Role	Level	Description
Admin	100	Full access to all modules and admin panel. Can manage users, roles, and all settings.
Manager	50	Can view, create, and edit across most modules. Can see team/department records. Cannot access admin settings.
User	10	Standard access. Typically limited to own records. Can create and edit within assigned modules.

warning

System roles cannot be deleted or renamed, but their permissions can be modified. Be cautious when editing system roles — changes affect all users assigned to that role.

Creating Custom Roles

1. Navigate to Admin > Roles.
2. Click Add Role.
3. Fill in the form:
   • Name (required) — e.g., "Sales Rep", "Marketing Coordinator", "Support Agent"
   • Description (optional) — explain the role's purpose
   • Level (required) — a number between 0 and 100 that determines hierarchy
4. Configure the permission matrix — toggle each action on/off for each module.
5. Click Create Role.

Role Level Hierarchy

The role level is a numeric value (0-100) that determines authority ranking:

• Higher levels can manage users with lower levels.
• Level 100 is reserved for admin-equivalent roles.
• A user with level 50 cannot modify users at level 50 or above.
• Use levels like 10, 20, 30, 50 to create clear tiers.

info

Role level is separate from permissions. A level-50 role with only contacts.view permission can see contacts but cannot do much else — the level only affects who can manage whom.

Cloning Existing Roles

To create a new role based on an existing one:

1. Open the role you want to clone.
2. Click Clone Role.
3. A new role form opens pre-populated with all the same permissions.
4. Change the name and adjust permissions as needed.
5. Click Create Role.

tip

Cloning is the fastest way to create variations. For example, clone "Sales Rep" to create "Senior Sales Rep" with additional export permissions.

Editing Role Permissions

1. Open the role from the roles list.
2. Use the permission grid — rows are modules, columns are actions.
3. Click checkboxes to toggle permissions on/off.
4. Click Save Changes.

The grid provides a clear visual overview:

Module          | View | Create | Edit | Delete | Export | Import | Invite
----------------|------|--------|------|--------|--------|--------|-------
Contacts        |  ✓   |   ✓    |  ✓   |   ✗    |   ✓    |   ✗    |   -
Leads           |  ✓   |   ✓    |  ✓   |   ✗    |   ✓    |   ✓    |   -
Opportunities   |  ✓   |   ✓    |  ✓   |   ✗    |   ✗    |   ✗    |   -
Tasks           |  ✓   |   ✓    |  ✓   |   ✓    |   ✗    |   ✗    |   -
Users           |  ✓   |   ✗    |  ✗   |   ✗    |   ✗    |   ✗    |   ✗

Module Permissions Explained

Module	Key Permissions
contacts	Access to contact records
accounts	Access to company/organization records
leads	Access to lead pipeline
opportunities	Access to opportunity pipeline
deals	Access to closed deals
tasks	Access to task management
projects	Access to project management
reports	Access to report builder and viewing
users	User management (admin area); invite permission for sending invitations
roles	Role configuration (typically admin only)
settings	General settings access
admin	Admin panel access
targets	Target/quota management
gamification	Badges and leaderboard access
notifications	Notification preferences
forms	Form builder access
email	Email integration features

Best Practices for Role Design

1. Start with the principle of least privilege — give each role only the permissions it needs.
2. Use descriptive names — "Inside Sales Rep" is better than "Role 4".
3. Create role tiers — establish clear levels (Rep: 10, Senior Rep: 20, Manager: 50, Director: 70, Admin: 100).
4. Clone and modify — do not build complex roles from scratch.
5. Document your roles — maintain an internal wiki page explaining each role's purpose and permissions.
6. Review quarterly — permissions requirements change as the business evolves.
7. Test before deploying — create a test user with the new role and verify access before rolling it out.

Common Mistakes

• Giving all users the admin module permission — this grants access to the entire admin panel.
• Setting all roles to level 100 — this makes everyone an admin-equivalent.
• Forgetting to set view permission — a user with create but not view can create records but cannot see them afterward.

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Next: Record Access — Control which records each role can see.