How to create and manage custom user roles in Databar for team collaboration

If you’re running a team in Databar, you already know that user roles aren’t just a checkbox—they’re the difference between smooth sailing and a mess of accidental edits, lost data, and frustrated teammates. This guide is for admins, team leads, and anyone who wants to keep their Databar workspace organized and flexible, without bogging everyone down in permission hell.

Let’s cut through the clutter and show you, step by step, how to create custom roles that fit your team (not the other way around), assign them without confusion, and keep things tidy as your crew grows.


Why Custom Roles Matter (and Where They Go Wrong)

First, a reality check: the default roles in most tools usually don’t cut it for real-world teams. They’re either too broad (“Admin” vs. “User”—gee, thanks) or so fiddly you need a spreadsheet just to figure out who can do what. Databar does better than most, but you’ll still want to set up custom roles if:

  • You have people who shouldn’t see (or touch) everything.
  • You need to meet compliance rules.
  • You want to avoid the classic “who deleted that?” mystery.

But don’t go overboard. Overengineering roles is a fast track to confusion. Keep it simple and only add what you need.


Step 1: Understand How Roles Work in Databar

Before you start clicking around, it helps to know what roles actually control in Databar. Here’s the nutshell version:

  • Permissions: What a user can see, edit, create, or delete.
  • Scope: Are permissions workspace-wide or tied to specific projects/data sets?
  • Hierarchy: Some actions (like billing or integrations) are always admin-level. Don’t try to hack around it.

Pro Tip: Make a quick list of what really needs to be restricted. Most teams only need 2-4 roles. The rest is usually overkill.


Step 2: Map Out Your Team’s Real Needs

Don’t just copy your org chart. Instead, think about:

  • Who needs full admin access? (Usually just 1-2 people.)
  • Who should be able to add/edit data, but not delete or manage settings?
  • Who just needs to view or comment?
  • Are there sensitive projects or data sets that need extra protection?

Skip This? Only if you like explaining permissions to confused coworkers later.


Step 3: Create a Custom Role in Databar

Here’s how to actually set up a new role:

  1. Go to Admin Settings
  2. Click your avatar or initials in the top-right.
  3. Select Admin Settings or Team Settings (the label might differ depending on your plan).

  4. Find the Roles or Permissions Tab

  5. It’s usually under Users & Roles or Permissions. If you don’t see it, you may not have admin rights.

  6. Click “Create Role” or “Add Custom Role”

  7. Give it a straightforward name (e.g., “Data Editor” or “Guest Viewer”). Don’t get cute—clarity beats cleverness.

  8. Set Permissions

  9. You’ll see a list of toggles or checkboxes for actions like:
    • View data
    • Edit data
    • Export or import data
    • Manage integrations
    • Invite new users
    • Access billing
  10. Only turn on what’s needed. If you’re unsure, start with less and add more later.

  11. Save

What to Ignore: Don’t bother with every single toggle unless you have a very specific use case. Focus on the big stuff: viewing, editing, managing users/integrations.


Step 4: Assign Roles to Your Team

Roles don’t do much until you actually assign them. Here’s how:

  1. Go to the User Management/Team Page
  2. Usually found under Users & Roles or Team Members.

  3. Select a User

  4. Click on the person’s name or email.

  5. Assign the Role

  6. You’ll see a dropdown or “Change Role” button.
  7. Pick the custom role you created.

  8. Repeat as Needed

  9. Assign the role to everyone who fits that set of permissions.

Pro Tip: If you’re onboarding a lot of people, see if Databar lets you assign roles in bulk. Saves a ton of time.


Step 5: Test (and Tweak) Your Roles

Don’t trust that it all works just because the UI says so. Here’s what to do:

  • Test with a Dummy Account: Add a test user with only the new role. Log in as them (or use “View as” if Databar supports it) and make sure they can only do what you expect.
  • Ask for Feedback: Get a real team member in the role and ask what they can/can’t do. You’ll find weird edge cases this way.
  • Adjust Permissions: If someone’s blocked or has too much access, tweak the role. Databar usually applies changes instantly.

Watch Out For: Some permissions might overlap or be hidden behind submenus. If a user says they can’t find something, double-check both the role and the data/project permissions.


Step 6: Keep Roles Updated as Your Team Changes

Roles aren’t “set and forget.” Teams grow, responsibilities shift, and sometimes people leave (it happens).

  • Review Roles Every Few Months: Schedule a quick check-in—outdated roles lead to access leaks or headaches when someone switches teams.
  • Remove Old Custom Roles: If nobody’s using a role, delete it. Less clutter = fewer mistakes.
  • Audit User Access: Especially for sensitive data. If someone leaves, revoke their access immediately.

What Not to Do: Don’t keep adding new roles for every edge case. Instead, see if you can tweak existing roles to cover new needs.


Pro Tips for Managing Roles Without Losing Your Mind

  • Document Your Roles: Just a quick internal doc or Notion page works. Write down what each custom role is for and who should get it.
  • Use Naming Conventions: “Editor - Finance” is a lot clearer than “Role3.”
  • Don’t Give Everyone Admin: Obvious, but worth repeating. Only a few people should be able to nuke your workspace.
  • Avoid Permission Sprawl: More roles = more confusion. Stick to the essentials.

Honest Take: What Works, What Doesn’t

What Works: - Databar’s custom roles are flexible enough for most teams. - Assigning and changing roles is straightforward after your first setup. - Testing roles is easy if you use dummy/test accounts.

What Doesn’t: - Granular permissions can get overwhelming—don’t try to micromanage every action. - Some integrations or advanced features may ignore custom roles (watch for this with third-party tools).

What to Ignore: - Don’t waste time building a role for every single job title. Group by function, not by person.


Wrapping Up: Keep It Simple, Iterate Often

User roles in Databar are powerful, but they’re only useful if everyone understands them. Start simple, get feedback, and tweak as your team grows. Overcomplicating things just creates headaches you don’t need.

Remember: the best permission system is one you barely have to think about. Set it up, check in now and then, and let your team get on with their real work.