If you’re managing a team or building anything collaborative, you’ll hit the “who can do what?” problem sooner than you’d like. Maybe you’re sick of people stepping on each other’s toes or you just want to keep your data safe. Either way, setting up user roles and permissions isn’t glamorous, but it’s the backbone of sanity.
This guide is for anyone getting started with Charm—whether you’re the “accidental admin” or a seasoned pro trying to avoid another permissions headache. We’ll cut the fluff and walk through setting up roles and permissions that actually work, with honest tips on what to avoid.
1. Understand the Basics: Roles vs. Permissions
Before you click anything, let’s get clear on what we’re talking about.
- Roles are labels you assign to users (like “Admin,” “Editor,” “Viewer”).
- Permissions are the rules for what those roles can actually do (like “can delete posts” or “can invite users”).
One role can have many permissions, and multiple users can share the same role. This keeps things manageable—otherwise, you’ll end up assigning the same permission 30 times and losing your mind.
Pro tip: Don’t start by naming roles after people (“Jessica’s Role”). Roles should describe what someone can do, not who they are.
2. Map Out What Your Team Actually Needs
This is the step most people skip, and regret later.
Ask yourself:
- What are the main activities people need to do in Charm?
- Who really needs admin power? (Hint: It’s fewer people than you think.)
- What’s the bare minimum someone needs to do their job?
Grab a notepad or spreadsheet. Make a list like:
- Admins: Can manage everything, including users and billing.
- Editors: Can create and edit content, but can’t touch settings.
- Viewers: Can read content, but can’t change anything.
If Charm comes with default roles, review them—but don’t assume they fit your needs out of the box.
3. Get Familiar With Charm’s Role & Permission Tools
Charm’s interface for roles and permissions is pretty straightforward, but you should know where everything lives.
- Roles are usually managed under a “Users,” “Team,” or “Permissions” section.
- You’ll see default roles, but you can add custom ones.
- Permissions are generally assigned to roles, not directly to users (this is good).
What works:
Charm’s UI gives you a clear overview of who has what, and lets you tweak roles without much fuss.
What doesn’t:
If you try to skip the role setup and just assign permissions user-by-user, it’ll get messy fast. Resist the urge.
4. Step-by-Step: Setting Up User Roles and Permissions in Charm
Let’s get practical. Here’s how to actually set things up:
Step 1: Audit Your Current Users
- Go to the Users or Team section.
- See who’s already in your Charm workspace.
- Make note of anyone with too much power (you’ll want to fix that).
Step 2: Review and Edit Default Roles
- Find the list of roles (often under “Roles,” “Permissions,” or “Settings”).
- Click into each role (like “Admin,” “Member,” “Viewer”) to see what permissions are included.
- Remove permissions that don’t make sense for everyone in that role. Be ruthless—people rarely need as many permissions as the defaults give.
Honest take:
Most people leave default roles alone and regret it after someone accidentally deletes something important.
Step 3: Create Custom Roles (If Needed)
- Click “Add Role” or “Create Custom Role.”
- Name the role clearly (e.g., “Billing Only,” “Content Approver”).
- Assign only the permissions that make sense for that job.
- Save the role.
What to ignore:
Don’t create a new role for every single person or edge case. If you find yourself making a “Bob’s Special Role,” rethink your categories.
Step 4: Assign Roles to Users
- Go back to your user list.
- For each user, assign the role that fits their actual job—not their seniority or how long they’ve been here.
- Remove users who shouldn’t have access at all. (Dead accounts are a security risk.)
Pro tip:
Set a calendar reminder to review user roles every quarter. People change jobs, and permissions get stale fast.
Step 5: Test Permissions (Really)
- Log in as a user with each role (or use Charm’s “View as” feature if it has one).
- Try common actions: creating content, changing settings, inviting users.
- Make sure each role can do what it’s supposed to—and nothing more.
What works:
Testing feels tedious, but it’s the only way to catch mistakes before they become problems.
5. Common Pitfalls (and How to Dodge Them)
You can set things up perfectly and still run into headaches. Here’s what to watch out for:
- Too many admins: More admins = more ways for things to go wrong. Limit admin access to people who truly need it.
- Forgotten users: People leave. Remove access right away, don’t wait until “later.”
- Over-customization: Having 10 nearly-identical roles is a nightmare to manage. Keep it simple.
- Ignoring inherited permissions: Sometimes, a role gets permissions because it inherits from another role. Double-check how Charm handles this so nobody slips through with extra powers.
- Not revisiting roles: Teams change. Review roles and permissions regularly—at least once a quarter.
6. Advanced: Granular Permissions and Audit Logs
If you need to get more detailed, Charm usually supports granular permissions (like “can delete, but not edit” or “can view billing, but not pay invoices”).
- Use these only if your team really needs them. Otherwise, you’ll spend more time managing checkboxes than getting work done.
- Audit logs are your friend. Check them if something weird happens—it’s usually obvious who did what.
Pro tip:
If someone asks for a new permission, ask, “Why?” If the answer isn’t clear, don’t add it.
7. What to Skip (Unless You Love Complexity)
- Nested roles: Some tools let you create roles that inherit from other roles. This sounds clever, but quickly becomes confusing. Stick to flat roles unless you have a rock-solid reason.
- Temporary roles: Assigning roles for a “special project” often leads to leftover permissions. Clean up when you’re done.
- Manual permission overrides: If you’re overriding permissions for individual users, you’re setting yourself up for trouble later.
8. Troubleshooting: When Things Go Sideways
- If someone can’t do something, double-check both their role and any group or team they’re in. Sometimes, group settings override role settings.
- If permissions seem wrong, check for inherited permissions or default settings you may have missed.
- When in doubt, remove all roles and add them back one at a time. Yes, it’s boring, but it works.
Final Thoughts: Keep It Simple, Review Often
User roles and permissions aren’t glamorous, but they’re the difference between a well-run team and chaos. Don’t overthink it—start with broad roles, tighten things up as you go, and review regularly. The simpler your setup, the easier it is to keep everyone safe and productive.
Remember: Permissions are there to help you, not slow you down. Set them up once, keep them updated, and get back to work.