Managing Roles

Managing Roles


Every organization follows a typical hierarchical arrangement of the line of authority where employees are categorized based on their roles. Normally, every organization hierarchy consists of CEO, Vice President, COO, Manager, Sales rep and this can be setup in your Bigin account. This structure determines how the power, responsibilities are assigned and the flow of information from one level to another. Only users in the higher level of hierarchy can access the records of the users in the lower level. 
The roles page displays all the available roles, number of users under each role, and whether the data is visible to the peers or not.

Creating Roles

Roles can be created based on your Organization's structure. By default, CEO and Manager roles are made available.

To create roles
  1. Go to Setup > Users and Control and select the Roles tab.
  2. Click + New Role.
  3. In the New role page, do the following:
    • Enter the Role name.
    • Select the immediate superior from the Reports to drop down list.
    • Enable the checkbox to allow users in the same role to view each others' data.

  4. Click +Description to add a small information about the role.
  5. Click Save.

Create a new role under existing role

This allows you to create a role under an existing one. For example, if you want to create a role - Sales Executive under the role Area Manager, simply click the +icon next to Area manager and create. Now the Sales executive will be an immediate subordinate to the Area Manager.

To create new role under existing role
  1. Go to SetupUsers and Control and select the Roles tab.
  2. Hover over the role under which you want to create a role and click the + icon. 

    By doing so the Reports to field is pre-filled automatically.
  3. Enter other required details and click Save.

Assign Roles to the Users

Once the roles are created, they can be assigned to the users in your organization.

To assign roles to the Users
  1. Go to SetupUsers and Control and select the Users tab.
  2. Select the user and click the Edit icon.

  3. Choose the Role from the drop down list.

  4. Click Save

Edit Roles

Once the roles are created, they can be modified based on your requirement. You can change the role name, immediate superior, toggle settings for sharing data with peers.
To edit a role
  1. Go to Setup > Users and Control and select the Roles tab.
  2. Hover over the role you want to edit and click the Edit icon.

  3. In the Edit role page make the required changes.
  4. Click Save.

Delete Roles

You can delete a role when they no longer satisfy your organization's hierarchical needs. Deleting is complete only after you transfer the users from the existing role to another.
To delete a role
  1. Go to SetupUsers and control and select the Roles tab.
  2. Hover over the role that you want to delete and click the Delete icon.
    A pop up appears asking you to transfer the users to another role.
  3. Choose the role to which the users are to be transferred from the transfer to drop down list.

  4. Click Delete.                                                                                  

    Zoho DataPrep Personalized Demo

    If you'd like a personalized walk-through of our data preparation tool, please request a demo and we'll be happy to show you how to get the best out of Zoho DataPrep.

    Zoho CRM Training

      Create, share, and deliver

      beautiful slides from anywhere.

      Get Started Now

              Zoho CRM Training Programs

              Learn how to use the best tools for sales force automation and better customer engagement from Zoho's implementation specialists.

              Zoho CRM Training

                Zoho SalesIQ Resources

                    Zoho TeamInbox Resources

                              Zoho DataPrep Resources

                                Zoho DataPrep Demo

                                Get a personalized demo or POC

                                REGISTER NOW

                                  Design. Discuss. Deliver.

                                  Create visually engaging stories with Zoho Show.

                                  Get Started Now

                                                        • Related Articles

                                                        • Managing Profiles

                                                          Profile helps you define permission to access data for the users who belong to your Bigin account. The data that the users require will be different based on the role they are entitled to.    This further boosts security as profiles determine the ...
                                                        • How can I restrict sales reps from viewing other sales reps' data?

                                                          You can restrict users in the same role from viewing each others' data. To restrict data access Go to Setup and then Users and Control and select the Roles tab. Hover over the role you want to edit and click the Edit icon. In the Edit Role page, ...
                                                        • Managing Users

                                                          Employees in your organization can be added as Users in Bigin, assign them the role that they perform in your organization and choose the appropriate profile which gives permission to access the functions they require.   Users with User Management ...
                                                        • Managing Email

                                                          One of the major modes of communication in any business is via email. When such is the case, imagine how easy it would be to view all the email conversations related to a contact or account right from Bigin? IMAP Configuration IMAP (Internet Message ...
                                                        • How can I transfer the Super Admin status to another user?

                                                          The Super Admin status can only be transferred to another Administrator user by the Super Admin. To transfer the status Log in to Bigin with Super Admin privileges. Go to Settings and then Organization. Click Edit Organization. In the Super Admin ...



                                                        Watch comprehensive videos on features and other important topics that will help you master Zoho CRM.


                                                        Download free eBooks and access a range of topics to get deeper insight on successfully using Zoho CRM.


                                                        Sign up for our webinars and learn the Zoho CRM basics, from customization to sales force automation and more.

                                                        CRM Tips

                                                        Make the most of Zoho CRM with these useful tips.

                                                          Zoho Show Resources