If you’re handling sales ops, revops, or admin work, you know that keeping people in the right lanes in your software isn’t optional—it’s critical. This is especially true in a tool like Leadangel, where user roles and permissions can mean the difference between a tidy system and a Wild West-style free-for-all. If you want to keep your data clean, your workflows smooth, and your team (mostly) out of trouble, you’ll need to get this right.
This guide’s for anyone who’s tasked with setting up or fixing user roles and permissions in Leadangel. Maybe you’re new, maybe you inherited a mess—either way, you want a clear, no-fluff walkthrough. Let’s get into it.
Why Roles and Permissions Matter (And Where People Screw Up)
Before you start clicking around, here’s why you should care:
- Security: Not everyone should see everything. You don’t want an intern nuking records by accident.
- Focus: Sales should sell, admins should admin, and no one should get lost in tabs they don’t need.
- Compliance: If you’re in a regulated industry, the audit trail matters.
- Speed: Fewer distractions = less confusion = more work done.
What goes wrong most often? Over-permissioning. People get admin rights “just in case,” and then, months later, nobody knows who’s changed what. Or, the opposite: folks can’t do their jobs and pile up support tickets. Let’s avoid both.
Step 1: Understand Leadangel’s Role Model
Leadangel isn’t Salesforce, but it’s also not as barebones as some tools. It has:
- System Roles: These are built-in (like Admin, Standard User, Read Only). You can’t delete them, but you can use them as templates.
- Custom Roles: You can create your own, with exactly the permissions you need.
- Permission Sets: You can fine-tune what users can see and do—think “who can edit accounts” or “who can export data.”
Pro Tip: Don’t assume the built-in roles are right for your team. They’re generic on purpose.
Step 2: Audit Your Team and Their Needs
Don’t start building roles until you know what your people actually do. Seriously—skip this and you’ll be backtracking.
- List out all user types: Sales reps, managers, admins, IT, contractors, etc.
- Write down what each group needs to do: “Create leads,” “view reports,” “edit routing rules,” etc.
- Spot any special cases: Maybe marketing needs to see some data, but never touch routing logic.
If you’re not sure, ask your team. People know where they get blocked or what makes them nervous.
Step 3: Take Inventory of Existing Roles and Permissions
Log in as an admin and poke around. Over time, these things get messy.
- Go to Settings > User Management > Roles.
- Export the list if you can (if not, screenshot or jot down the details).
- Look for:
- Roles that look unused or weirdly named.
- Users with more access than they need (especially “Admin” users).
- Permission sets that don’t line up with actual job functions.
Pro Tip: If you inherited the system, assume at least a few people have too many permissions. Clean-up is normal.
Step 4: Plan Out Your Roles (On Paper First)
It’s tempting to click “New Role” and start building, but don’t. Make a quick chart or spreadsheet:
| Role Name | What Can They Do? | Who Should Have It? | | --------------- | ----------------------------------- | -------------------------- | | Admin | Everything | IT, power users | | Sales Manager | View/edit leads, reports | Team leads | | Sales Rep | View/edit own leads, limited export | All sales reps | | Read Only | View only, no edits | Contractors, auditors |
Less is more—if you can get by with three or four roles, do that. You can always expand later.
Step 5: Create or Edit Roles in Leadangel
Now, let’s get our hands dirty.
- Navigate to User Management
Go to Settings > User Management > Roles. - Review System Roles
Decide if any built-in roles do what you need. If not, click Create New Role. - Set Permissions
For each role, you’ll see checkboxes or toggles for permissions—like “Edit Leads,” “View Routing Rules,” “Manage Users,” etc. - Check only what’s needed. More is not better.
- Be stingy with “Admin” rights. Only people you trust to fix mistakes should have it.
- Name and Describe the Role
Use clear, boring names: “Sales Rep,” not “Growth Ninja.” Add a quick description so future-you remembers what it’s for. - Save and Repeat
Set up all your planned roles.
What to Ignore: Don’t bother with ultra-granular permissions unless you have a real business reason—99% of teams never use them.
Step 6: Assign Users to Roles
With your roles set up, it’s time to actually put people in them.
- Go to User List
Find the list of all users, usually under Settings > User Management > Users. - Bulk Assign When Possible
You can usually select multiple users and assign them to a role at once. Use this to speed things up. - Double-Check Edge Cases
For contractors, execs, or folks with odd jobs, assign roles manually. - Communicate Changes
If you’re tightening permissions, let people know. It’s better than surprise “Why can’t I see X?” emails.
Step 7: Test (Don’t Skip This)
Even if you think you nailed it, test:
- Log in as (or impersonate) each role type.
- Try to do common tasks: edit leads, view reports, manage routing, etc.
- Make sure people can do their jobs—but can’t break things they shouldn’t touch.
- Get a couple of real users to test and give feedback.
Pro Tip: Keep an “Oh no!” admin account for yourself, outside your usual login, in case you lock yourself out.
Step 8: Document Everything
Nobody likes documentation—until something breaks. At minimum, jot down:
- Which roles exist and what they’re for
- Who has admin rights
- Any weird exceptions (“CEO has access to reports only”)
Store this somewhere people can actually find it. Google Docs, your intranet, whatever works.
Step 9: Set a Reminder to Review
Roles drift over time. People leave, new folks join, teams change. Set a calendar reminder to review permissions every 3-6 months.
- Remove old users.
- Check for “role creep”—people getting extra permissions over time.
- Update documentation.
What Works, What Doesn’t, and What to Watch Out For
Works well: - Keeping roles simple. The fewer, the better. - Giving admin rights only to people who need them. - Regular checkups.
Doesn’t work: - Letting everyone customize their own permissions. - Assuming built-in roles are “good enough” forever. - Ignoring documentation.
Ignore the hype: - Fancy permission hierarchies and endless custom roles look impressive but create headaches later. Stick to actual needs.
Wrapping Up: Keep It Simple and Iterate
Getting roles and permissions right in Leadangel isn’t rocket science, but it does take a little planning. Start with what you actually need, keep things as simple as possible, and don’t be afraid to change things as your team grows or shifts.
If you’re feeling overwhelmed, remember: nobody gets this perfect on the first try. The point is to protect your data, keep your team moving, and avoid those “whoops” moments. Iterate as you go, and don’t let permissions become an afterthought. You’ll thank yourself next time there’s turnover, an audit, or just a new hire who actually gets the right access on day one.