How to set up user permissions and roles effectively in Goconsensus

If you’re running demos, proof-of-value, or sales enablement through Goconsensus, you’ll hit a wall fast if everyone has the same access. Maybe you want sales reps to edit demos, but not mess with billing. Or you don’t want your boss to accidentally delete an integration. This guide is for admins, ops folks, and team leads who want to set up Goconsensus roles and permissions so people have what they need—nothing more, nothing less.

Let’s get real: Most teams either give everyone admin (bad), or lock things down so tight nobody can work (worse). Here’s how to avoid both and set up roles that actually help, not hinder.

Step 1: Understand What Roles and Permissions Actually Do in Goconsensus

Before you start toggling switches, get clear on what “roles” and “permissions” mean here:

  • Roles are sets of permissions grouped for convenience. Think “Admin,” “Editor,” “Viewer”—each with their own allowed actions.
  • Permissions are the specific things someone can (or can’t) do. Like “manage users,” “edit demos,” or “view analytics.”

Pro tip: In Goconsensus, you can assign users to default roles or create custom ones. But don’t create a custom role unless you have a real reason—defaults cover most teams.

Step 2: Map Out What Your Team Actually Needs

Don’t just copy what another company does. Sketch out what your people really need to do. Here’s a quick exercise:

  1. List your user types. Sales, sales ops, marketing, IT, etc.
  2. Write down what each group needs to do in Goconsensus. Editing demo content? Running reports?
  3. Flag anything sensitive. Billing, integrations, deleting assets—things you don’t want everyone touching.

Example:

  • Sales rep: View and send demos, see their own analytics.
  • Sales manager: Everything a rep can do, plus see team analytics.
  • Admin (maybe you!): Add users, manage integrations, billing, the whole shebang.

If you’re not sure, ask your team. People will tell you what they actually use (and what’s just a distraction).

Step 3: Find Goconsensus’s Role and Permission Settings

Log in as an admin, then:

  1. Click your profile icon (top right corner).
  2. Choose Settings (or sometimes Admin Settings).
  3. Look for Users, Roles, or Permissions in the left menu.

If you don’t see these, you’re probably not an admin—or your plan doesn’t support advanced permissions. You’ll need to upgrade or get someone with admin rights involved.

Honest take: Goconsensus sometimes moves these menus around. If you don’t see what you expect, use the help docs or chat support—they’re usually straightforward for this stuff.

Step 4: Use Built-in Roles First (Don’t Overthink It)

Goconsensus ships with some default roles:

  • Admin: Full access, including billing and user management.
  • Manager: Can manage demos, view analytics, sometimes edit users.
  • User/Rep: Can access and send demos, maybe see personal analytics.
  • Viewer: Read-only, for people who just need to look.

Start by assigning these. Don’t invent a new “SuperUserWithPartialBillingAccess” unless you’re actually blocked. Most teams can get by with these defaults.

What works: Defaults are safer and easier to audit. Less chance of someone having weird permissions you forget about.

What doesn’t: If every “User” is asking for more access, your structure might be too restrictive. But that’s rare.

Step 5: Assign Users to Roles

Time to match people with the right roles:

  1. Go to Users in Settings.
  2. For each person, choose their role from the dropdown or edit button.
  3. Double-check: Does anyone have more access than they need?

Pro tip: Give new users the least privilege they need. You can always bump them up, but rolling back access is awkward (“Hey, about that admin badge…”).

Stuff to ignore: Don’t bother giving people admin just because they “might need it one day.” That’s how things get messy. Stick to what they need now.

Step 6: Create Custom Roles (If You Must)

If your team has special cases (like a contractor who needs to edit demos, but not see analytics), you can build a custom role:

  1. In Roles or Permissions, click Create Custom Role.
  2. Name it clearly. “Contractor-Editor” beats “Role 3”.
  3. Select exactly what you want this role to do—nothing extra.

Be careful: The more custom roles you have, the harder it is to manage. Someone will leave, and you’ll wonder, “What the heck did ‘Q3ProjectSupport’ actually have access to?” Use sparingly.

Step 7: Review and Audit Regularly

People change jobs, leave, or need different access. Once a quarter (or when someone leaves), review:

  • Who’s an admin? Still need that?
  • Any ex-employees lurking?
  • Are there unused custom roles?
  • Is anyone complaining they can’t do their job (too locked down)?

Pro tip: Set a calendar reminder. Permissions drift over time, and old admins are a security risk.

Step 8: Handle Edge Cases Without Making a Mess

You’ll always get weird requests. Someone wants access “just for one project” or says, “I need to test something.” Here’s how to handle it:

  • Temporary access: Give them what they need, then set a reminder to remove it.
  • Document exceptions: Keep a simple list (even in a Google Doc) so you remember what you tweaked.
  • Push back when needed: If someone asks for more than they need, ask why. Nine times out of ten, they don’t really need it.

What works: Clear rules and documentation. If you can’t explain why someone has a permission, you’ve probably overcomplicated things.

Pro Tips and Common Pitfalls

  • Don’t share logins. It’s tempting, but it nukes your audit trail and makes troubleshooting impossible.
  • Avoid “role sprawl.” Every new role is a maintenance headache.
  • Test with a dummy account. Before rolling out big changes, try logging in as a regular user to see what they actually experience.
  • Keep billing and integrations tight. Only trusted admins should have these. One wrong click, and you could lose data or break things.

Ignore the hype: You don’t need an elaborate permissions matrix or three-hour meetings. Start simple, adjust as you go.

Wrapping Up: Start Simple, Adjust As Needed

User permissions in Goconsensus aren’t rocket science, but they do matter. Start with the basics, use defaults, and only get fancy if you really have to. Tidy up roles as your team changes, and don’t be afraid to say “no” to overkill requests. The goal is to keep your workspace secure and your team productive—without making yourself the bottleneck.

Need more? Goconsensus’s help docs and support chat are decent, but most of what you need is just being clear-headed and a little skeptical of “but what if” scenarios. Start now, and tweak as you grow.