If you’re here, you probably just want to get your team set up in Gryphon without locking people out or giving everyone admin rights because it’s “easier.” Whether you’re wrangling a small team or cleaning up a mess someone else left, this guide will walk you through managing user permissions and roles in Gryphon—no fluff, just steps, gotchas, and a few sanity-saving tips.
If you’re new to Gryphon, here’s the product.
Why Permissions and Roles Actually Matter
It’s tempting to just make everyone an admin and move on. But that’s how you end up with accidental deletions, security headaches, or the intern sending emails to your entire client list. Roles and permissions are about making sure people can do their jobs—nothing more, nothing less.
Here’s what you get right by setting up roles:
- Security: Only the right people get access to sensitive stuff.
- Clarity: No confusion about who can do what.
- Accountability: Easy to track changes and who made them.
- Peace of mind: You won’t wake up to a disaster caused by someone clicking the wrong button.
Step 1: Understand How Gryphon Handles Permissions
Before you start clicking around, know how Gryphon’s system works. Gryphon uses a role-based access control (RBAC) model. That means:
- Roles are collections of permissions (e.g., Admin, Editor, Viewer).
- Permissions are the actual abilities (e.g., “edit users,” “view reports”).
- Users are assigned one or more roles.
Basic roles out of the box: - Admin: Full access to everything. - Manager/Editor: Can manage content or teams, but not system settings. - Viewer: Read-only access.
Some Gryphon setups let you create custom roles, but not all. (Check your version—don’t waste time hunting for features you don’t have.)
Pro tip: Get a list of what each default role can actually do. Gryphon’s docs are decent, but sometimes a test account tells you more.
Step 2: Map Out What Your Team Really Needs
Don’t assign roles just because they sound right. Figure out what each person actually needs to do.
Ask yourself: - Who needs to add or remove users? - Who should see reports or sensitive data? - Who just needs to view, not change anything? - Any contractors or outside folks who need only temporary access?
Write this down somewhere. It’ll save you from future “Why can’t I access X?” headaches.
Common mistakes to avoid: - Giving everyone admin rights “just in case.” - Forgetting to remove access when someone leaves. - Overthinking it—start simple, you can adjust later.
Step 3: Assign (or Create) Roles in Gryphon
Now, let’s actually do it.
To assign roles to users:
- Log in as an Admin. Only admins can manage roles and permissions.
- Go to the Users section. Usually under “Settings” or “Team.”
- Find (or invite) the user. Search for their name or email.
- Assign a role. Pick from the dropdown—Admin, Manager, Viewer, etc.
- Save changes.
If your Gryphon plan allows custom roles:
- Go to the “Roles” or “Permissions” area in Settings.
- Click “Create Role.”
- Name your role (e.g., “Billing Only”).
- Check the specific permissions you want (e.g., can access invoices, but not edit content).
- Save, then assign this custom role to users.
What works well: Default roles cover 80% of needs for most teams.
What’s annoying: Some permissions are bundled—you might not be able to give someone access to just one tiny thing (e.g., view billing but not edit users). If you get frustrated, you’re not alone. Sometimes you’ll need to pick the “least bad” option.
Step 4: Review and Test Access
Don’t skip this. Assigning roles blindly is how you end up with support tickets or angry teammates.
How to sanity-check your setup:
- Test with a dummy account. If you can, create a test user and assign them each role. Log in as that user and see what they can/can’t do.
- Ask for feedback. Tell your team to let you know if they can’t access something they need, or if they see too much.
- Audit regularly. Once a quarter, review who has what level of access. Remove people who don’t need it anymore.
Pro tip: Document your role assignments somewhere outside of Gryphon. If something breaks, you’ll know what “normal” looked like.
Step 5: Handle Edge Cases and Troubleshooting
No system is perfect. Here’s what usually trips people up in Gryphon:
- Can’t find the right permission: Some settings are buried or not available at all, depending on your subscription. If you can’t find a permission, check Gryphon’s support or ask your rep before going down a rabbit hole.
- User locked out: Double-check you didn’t accidentally remove their role. Also, watch for email typos.
- Too much access: If you need more granularity than Gryphon offers, consider process controls outside the app (e.g., “Don’t share sensitive links in comments”).
- Onboarding/offboarding: Always remove access the day someone leaves. Set a calendar reminder if you have to.
What to ignore: Don’t micromanage every permission unless you’re in healthcare or finance. It’s easy to waste hours on “perfect” setups that don’t matter.
Step 6: Keep It Simple (and Stay Sane)
Permissions aren’t set-and-forget, but they don’t have to be a headache. Start with the basics, review once in a while, and don’t buy into the idea that you need a dozen custom roles for a five-person team.
A few final sanity-savers:
- Stick to default roles unless you have a clear reason not to.
- Review user access quarterly—set a recurring calendar event.
- Don’t be afraid to say “no” to requests for more access if it’s not needed.
- Remember: It’s easier to loosen restrictions later than to lock things down after something goes wrong.
Managing permissions in Gryphon isn’t glamorous, but it’s one of those things you’ll be glad you did right. Keep it simple, keep it documented, and adapt as your team grows. If you mess up, don’t panic—fix it, move on, and get back to real work.