Getting user roles and permissions right in a new software tool can be the difference between smooth sailing and a permissions mess nobody wants to clean up. If you’re rolling out Captivateiq to your team, this guide is for you—whether you’re in RevOps, Finance, or the poor soul everyone expects to “just handle it.”
You’ll get a clear, practical walkthrough of setting up user roles and permissions in Captivateiq. I’ll also call out what actually matters, what’s just fluff, and where you should be careful.
Why Roles and Permissions Matter (and Where People Go Wrong)
Before you dive into the settings, let’s get real: permissions aren’t just a checkbox. If you set everything to “admin” because it’s faster, you’ll regret it when someone accidentally nukes a compensation plan or sees data they shouldn’t.
Common mistakes: - Giving everyone admin access by default - Not updating permissions as the team grows or changes - Over-complicating roles (more isn’t always better)
Bottom line: Keep things as simple as possible, but no simpler. Now, let’s get into it.
Step 1: Understand Captivateiq’s User Roles
Captivateiq comes with a few standard roles. These usually cover what most teams need. Here’s a quick rundown:
- Admin: Full access. Can add users, change permissions, create/edit plans, view all data. Only give this to folks you trust to touch everything.
- Manager: Can view and manage plans for their team, but can’t change global settings or add/remove users.
- Rep/User: Can view their own compensation details and statements, maybe submit inquiries, but not see anyone else’s info.
- Custom Roles: Some plans let you create custom roles with fine-grained permissions. Just because you can doesn’t mean you should—start with the basics.
Pro tip: If you’re not sure what a role does, create a dummy user with that role and see what they can (and can’t) do. Saves a ton of headaches.
Step 2: Sketch Out What Your Team Actually Needs
Before you start clicking, map out who needs to do what. This is the boring part, but it’s where you’ll save yourself hours later.
- List out your main user types (Finance, Sales Managers, Reps, Executives, etc.)
- For each, ask: What do they actually need to see or do?
- Who needs to approve, edit, or view plans? Who just needs to see their own stuff?
- Are there any sensitive data or plans you want to keep hidden from certain people?
Don’t get lost in hypotheticals about “what if we grow by 10x”—set up for today, not some imaginary future.
Step 3: Invite Users and Assign Roles
Now you’re ready to add your team. Here’s how to do it:
- Go to the Users or Team Management section.
- Usually found in the main menu under “Settings” or “Admin.”
- Click “Invite User” or similar.
- Enter their email address.
- Assign a role during the invite.
- Don’t skip this. Assign the lowest role they need to do their job. You can always bump them up later.
- Send the invite.
- User will get an email with a link to join.
What works: Adding users in small batches, especially if you’re rolling out for the first time. That way, you can catch mistakes early.
What doesn’t: Bulk-inviting everyone as admins “just for now.” You’ll never go back and fix it.
Step 4: Fine-Tune Permissions (If You Have To)
Captivateiq lets you tweak permissions for custom roles or sometimes even per-user. Here’s how to approach it without making things a mess:
- Start with defaults. The built-in roles usually do what you need. Only create custom roles if there’s a real gap.
- If you need custom roles: Name them clearly—“Sales Ops Read Only,” not “Role 7.”
- Limit access to sensitive data. Only give access to compensation plans, statements, or reports if it’s absolutely necessary for the person’s job.
- Review permission settings for each role. Sometimes the default is more open than you’d expect.
Honest take: The more granular you get, the more likely you are to confuse yourself (and your team). Unless you’re in a highly-regulated industry, resist the urge to split hairs.
Step 5: Test What Users Can Actually See and Do
Don’t assume your setup is perfect just because the checkboxes look right.
- Create a test user for each role.
- Log in as that user (or use an “impersonate” feature, if available).
- Try common tasks: Viewing statements, editing plans, running reports, etc.
- Ask real users to try it. You’ll be amazed how often people can’t see what they’re supposed to—or see too much.
What works: Doing a “permission audit” before you go live. Even 15 minutes here can prevent disasters.
What doesn’t: Waiting for users to complain. By then, someone might have seen something sensitive you can’t un-see.
Step 6: Keep Permissions Up to Date
Teams change, people move roles, and if you’re not updating permissions, you’re asking for trouble.
- Set a calendar reminder to review permissions every quarter—or after any org change.
- Remove users who leave. Seriously, don’t just “deactivate” and forget; make sure they lose access.
- Downgrade permissions when people change jobs. Don’t let former admins keep admin rights for “just in case.”
Ignore: Over-engineering automatic workflows unless you’ve got hundreds of users. A spreadsheet and 15 minutes is faster for most teams.
Step 7: Handle Exceptions and Edge Cases
There will always be someone who “just needs to see a bit more” or “can’t see their team’s data.” Here’s how to manage it without creating chaos:
- Stick to your roles. Don’t create a new custom role for every exception—use workarounds when you can (temporary access, shared exports).
- Document exceptions. Keep a simple list of who has what, and why. You’ll thank yourself later.
- Audit logs are your friend. If Captivateiq offers them, check who’s been accessing what, especially for sensitive data.
Practical Tips and Gotchas
- Don’t over-trust the UI. Sometimes what looks “locked down” in settings isn’t in practice. Test, don’t just trust.
- Communicate changes. If someone’s access is changing, let them know. Surprises cause friction.
- Err on the side of less access. People will ask for what they need if they don’t have it. It’s way harder to walk back too much access.
- Watch out for email forwarding. If you’re removing a user, make sure they’re not still getting statement emails or notifications.
What to Ignore (For Now)
- Fancy “permission templates.” Unless you’re managing dozens of user types, templates are just extra complexity.
- Trying to mirror your org chart exactly. Permissions are about what people need to do, not what their title is.
- Worrying about “future proofing.” Set up what works for your team now. You can always tweak later.
Wrapping Up: Keep It Simple, Stay Flexible
Setting up user roles and permissions in Captivateiq isn’t rocket science, but it does take a bit of up-front thinking. Don’t make it harder than it needs to be—stick to the basic roles, keep a record of who has access to what, and check in every so often. If your setup starts feeling complicated, it probably is.
Remember: It’s easier to loosen things up later than to lock them down after the fact. Start small, make adjustments, and don’t stress about getting it perfect on day one. The best setup is the one your team actually uses—and understands.