If you’re responsible for keeping your company’s data safe in GetAia, locking down who can see and do what isn’t optional—it’s table stakes. But the permissions system can feel like a maze, and just copying some “best practice” template won’t cut it. This is for admins, team leads, and anyone who actually has to own data security in GetAia and doesn’t want to get burned by loose settings or overkill restrictions.
Let’s break down how to configure user roles and permissions to keep your data tight, your team sane, and your boss off your back.
Why Roles and Permissions Matter (And Why Most Setups Fail)
Before you start clicking around, let’s get real about what roles and permissions actually solve:
- They keep sensitive info away from people who shouldn’t see it. That’s the main job.
- They prevent accidental (or intentional) changes to data, settings, or integrations.
- They create a record of who did what. Not glamorous, but a lifesaver when something goes wrong.
Here’s what doesn’t work: - Giving everyone admin rights “just for now.” It’s never just for now. - Overcomplicating with 18 custom roles, then forgetting who has what. - Blindly trusting the default presets to be enough for your org.
Don’t set and forget. GetAia’s permissions are only as good as your setup and your willingness to review them.
Step 1: Get to Know GetAia’s Roles and Permissions Structure
First things first: GetAia uses a role-based access control (RBAC) model. That’s a fancy way of saying you assign people to roles, and each role has a set of permissions.
Core concepts: - Users: Actual people with accounts. - Roles: Bundles of permissions (Admin, Editor, Viewer, etc.). - Permissions: The specific things you can do (view, edit, delete, manage integrations, etc.).
Out-of-the-Box Roles
Most GetAia setups come with these built-in roles: - Admin: Full access. Can do and see everything. Only give this to people you really trust. - Editor: Can add/edit most content or data, but can’t touch system settings. - Viewer: Can see stuff, but can’t change anything. - Custom Roles: You can define specific permission sets for unique needs.
Pro Tip: Don’t reinvent the wheel unless you have to. Most teams only need a couple of custom roles.
Step 2: Map Out Who Needs Access to What
Don’t just guess. Grab a notepad (or a spreadsheet) and write down:
- Who’s using GetAia? List names, departments, or teams.
- What do they need to do? (View financials? Edit workflows? Manage integrations?)
- What shouldn’t they see or touch? (Sensitive client data, billing info, etc.)
It’s easy to skip this, but it’s the difference between a clean setup and a mess you’ll regret later.
Common mistakes to avoid: - Assuming everyone in “Finance” needs the same access. - Forgetting about contractors, interns, or temp staff. - Overlooking integrations or third-party apps that use service accounts.
Step 3: Create or Update Roles in GetAia
Now, let’s get into the weeds.
How to Create Custom Roles
- Go to Settings > User Management > Roles.
- Click “Create Role.” Give it a clear name (e.g., “HR Viewer,” not “Role 2”).
- Assign permissions. Be as specific as possible—GetAia lets you toggle a lot of granular controls.
- Save and review.
What Permissions Actually Matter?
Here are the big ones, and what to watch out for:
- View vs. Edit: Don’t give edit rights unless it’s absolutely needed. View-only is your safest bet for most users.
- Delete: Deleting usually can’t be undone. Only a handful of people need this.
- Manage Users/Roles: This is admin territory. Keep it to as few people as possible.
- Integration Management: If you have sensitive data flowing in/out of GetAia, lock this down.
Skip the “one size fits all” approach. If you have a role that seems to do everything, you’re probably setting yourself up for trouble.
Step 4: Assign Users to Roles (And Double-Check the List)
Once your roles are set up, it’s time to assign them.
- Head to Settings > User Management > Users.
- For each user, pick the right role from the dropdown.
- Bulk assign if your team is big, but don’t rush—mistakes here are costly.
Pro Tips: - Use groups or teams if GetAia supports them. Makes onboarding/offboarding faster. - For new users, default to the least privilege they need. It’s easier to add access than take it away. - Review “orphaned” accounts—people who left but still have access. This is how data leaks happen.
Step 5: Test Your Setup Before You Trust It
Don’t just assume your roles and permissions work. Test them.
- Log in as (or impersonate) users in each role. Can they see what they’re supposed to? Can’t see what they shouldn’t?
- Try editing, deleting, or managing integrations with non-admin accounts.
- Ask a teammate to poke around, too—fresh eyes catch what you miss.
Look for: - Hidden sensitive data popping up for the wrong role. - Users unable to do basic tasks (don’t block your own team). - Permissions that are too broad—if someone can delete a whole project and they shouldn’t, fix it now.
Step 6: Set Up a Regular Review Schedule
Permissions aren’t “set and forget.” People change roles, projects shift, and sometimes folks leave without telling IT.
- Schedule a quarterly review. Even a 15-minute check can save headaches.
- Remove users who don’t need access anymore.
- Double-check custom roles for “permission creep”—where extra rights sneak in over time.
Ignore the hype: Automated tools can help, but nothing beats a human actually looking at the list.
What to Watch Out for (and What to Ignore)
Watch Out For:
- Default roles that are too broad. Some platforms make “Editor” way too powerful.
- Shadow admins. People with “Manage Users” rights who shouldn’t have them.
- Integration loopholes. Some integrations bypass user roles—always check the docs.
Ignore:
- Fancy dashboards that promise “AI-powered access control.” They rarely catch real-world mistakes.
- Overly complex role hierarchies. More roles = more mistakes.
- “Set it and forget it” advice. That’s how you end up on the front page for the wrong reasons.
Keep It Simple, Stay Safe
Good user roles and permissions in GetAia aren’t about ticking boxes—they’re about keeping your data safe without making everyone’s job harder. Start small, grant the least access you can, and check your work. If you’re not sure, ask someone to try breaking in (ethically).
Don’t chase perfection. Keep it simple, review often, and iterate as your team grows. That’s how you actually keep your data secure—no hype, no nonsense.