If you’re running a sales team, you know the chaos that can break out when everyone has too much (or too little) access to your tools. Roles and permissions aren’t just paperwork—they’re how you keep your team focused, your data safe, and your admins sane. This guide is for managers, admins, and anyone who gets tired of “Hey, I can’t see my leads” messages. We’re talking about Spotio, but the ideas apply anywhere you’re wrangling a team.
Why bother with user roles and permissions?
Let’s keep it real: not everyone on your team should see everything. Giving blanket access to every feature is a recipe for mistakes, data leaks, and confusion. Setting up roles and permissions in Spotio means:
- Sales reps see only the info they need
- Managers can track and coach without micromanaging
- Your data isn’t an all-you-can-eat buffet for the whole company
It’s a bit of work upfront, but you’ll thank yourself later.
Step 1: Understand What Spotio Offers (and What It Doesn’t)
Before you start clicking, get clear on how Spotio actually handles user roles and permissions:
- Spotio has two main ways to control access: User Roles and Team Assignments.
- User Roles: These are templates (like Admin, Manager, Rep) that decide what a person can do or see. You can use Spotio’s default roles or create your own.
- Team Assignments: These group users. Think “East Coast Team” vs. “West Coast Team.” You can use these to limit what data users see.
What you can do: - Limit what features users can access (like editing territories, importing data, exporting reports). - Control which records (leads, accounts) someone can see based on team or territory.
What you can’t do: - Create super-fine-grained permissions (like “Can view but not edit notes on leads”). Spotio keeps things basic—good for most teams, but if you want very granular controls, you’ll hit a wall. - Set permissions per user (it’s all role-based, not individual).
Pro tip: Don’t overthink it. Start simple. Most teams just need three roles: Admin, Manager, Rep.
Step 2: Audit Your Team Before You Touch Spotio
Resist the urge to dive straight into Spotio and start clicking. Save yourself a headache by doing a quick audit:
- List out your team members. Who’s on the team? Who manages whom?
- Decide who actually needs admin access. (Hint: probably just you and maybe one backup.)
- Group your reps. By region, product line, or however your sales org runs.
- Make a note of any contractors or temps. They might need even less access.
Write this down, even if it’s just in a spreadsheet. This is your cheat sheet for the next steps.
Step 3: Create or Edit User Roles in Spotio
Now, log in to Spotio as an Admin and head to the settings:
- Go to “Settings” > “User Management” > “Roles.”
- Review the default roles (Admin, Manager, Rep). If they fit, great. If not, click “Create New Role.”
- Pick permissions for each role:
- Can they add/edit leads?
- Can they delete anything?
- Can they export data?
- Can they see analytics or just their own pipeline?
- Can they manage territories or teams?
What works: The default roles are usually enough. If you want to get fancy, create a “Read-Only” role for folks who just need to observe.
What doesn’t: Don’t invent a new role for every edge case (“West Coast Junior Assistant Rep Level 2”). If someone needs something special, use the closest built-in role and adjust their team or territory access instead.
Ignore: The urge to make everyone a Manager “just in case.” It always leads to trouble.
Step 4: Set Up Teams (Optional, but Highly Recommended)
If your sales org is more than a handful of people, teams will save your sanity.
- In “User Management,” go to “Teams.”
- Create teams based on your org structure.
- By region (East, West, Midwest)
- By product (Solar, Roofing, Pest Control)
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By hierarchy (Inside Sales, Field Sales)
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Assign users to teams. Each user can belong to more than one team if needed.
Why bother? - You can assign leads or territories to teams, so reps only see what matters. - Managers can see just their team’s activity—less noise. - Easier to onboard new hires (just drop them in the right team).
What works: Teams are also how you control visibility. If you want reps to see only their own leads, set up teams and territories carefully.
What doesn’t: Don’t try to use teams as a workaround for permissions. They’re for grouping and visibility, not for locking down features.
Step 5: Add Users and Assign Roles
Time to get your people into Spotio:
- Go to “User Management” > “Users.”
- Click “Invite User.” Enter their email, pick their role, and assign them to the right team(s).
- Double-check the role before sending the invite. (Admins can always change it later, but better to get it right upfront.)
- Send the invite. Users will get an email to set up their account.
Pro tip: Onboard in small batches if you’re new to Spotio. It’s easier to catch mistakes before you’ve got 50 people in the system.
What works: Give new users the minimum they need. You can always add more access later, but taking it away is awkward (“Sorry, you shouldn’t have seen those leads…”).
Step 6: Fine-Tune Permissions (If Needed)
Once your team is in, you’ll probably notice a few things:
- Someone needs to export reports but isn’t an Admin.
- A manager needs to see two teams, not just one.
- A temp rep should only see one territory.
How to handle it: - Adjust their role if it’s a feature access issue. - Change their team or territory assignment for data visibility.
Remember, Spotio keeps permissions simple. If you’re trying to do something super-specific, you might need to adjust your workflow instead.
What works: Regularly review who has which permissions, especially after people leave or change roles.
What doesn’t: Don’t use “temporary” admin access unless you really trust the person—and even then, set a reminder to remove it.
Step 7: Train Your Team (But Keep It Short)
Even the best setup falls apart if no one knows how to use it. You don’t need a big training session, but do tell people:
- What they will (and won’t) see in Spotio
- Who to ask if they hit a permissions wall
- Why you’re not giving everyone admin access (seriously, they’ll ask)
Pro tip: Make a quick FAQ (“Why can’t I export data?”) and share it with your team. It’ll save you a dozen emails.
What to Ignore (and What to Watch Out For)
- Ignore: The temptation to turn on features “just to see what happens.” Less is more. Only enable what your team actually needs.
- Watch out for: Permissions creep. It’s easy to start granting more and more access as people ask for it. Stick to your original plan and review monthly.
- Ignore: Any advice that says you need a complicated hierarchy if you have <20 users. Keep it simple.
When Spotio’s Permissions Aren’t Enough
Spotio covers the basics well, but you’ll run into limits if you need to:
- Lock down fields or data at a very granular level
- Set different permissions for the same user in different teams
- Audit user actions in detail
If you need more, you’re probably outgrowing Spotio’s built-in tools. Either re-examine your process (do you really need that control?), or look at additional solutions.
Summary: Keep It Simple and Review Often
Setting up user roles and permissions in Spotio isn’t glamorous, but it’s the backbone of a well-run team. Start with the basics, use the default roles, and only get fancy if you need to. Review your setup every few months—people change, and so do your needs. Don’t chase perfection; just aim for “nobody’s locked out and nothing’s leaking.” That’s a win.