Users and Control - Roles and Profile

Users and Control - Roles and Profile

Roles

1. What is the purpose of roles in Bigin?  

Roles let you build an organizational hierarchy—like CEO → Manager → Sales Rep—in Bigin. Users in higher roles can view data of those below them, enabling controlled data visibility based on hierarchy levels.

2. How do I create a new role?  

  1. Navigate to Setup → Users and Control → Roles tab.

  2. Click + New Role.

  3. Enter a role name.

  4. Choose the immediate superior from Reports to.

  5. Enable the share data with peers checkbox if needed.

  6. Optionally add a description and click Save.

3. Can I create a role under an existing role?  

Yes. Hover over the desired parent role and click the + icon. This auto-fills the Reports To field to establish hierarchy. Complete role details as usual.

4. How do I assign roles to users?  

  1. Navigate to Setup → Users and Control → Users tab.

  2. Select a user, click Edit, and choose the appropriate role from the dropdown.

  3. Click Save.

5. Can I modify an existing role?

Yes, hover over a role in the Roles tab and click the Edit icon. You can change the role name, superior, peer‑sharing option, and description. Save your changes when you're done.

6. What is Peer Data Visibility?  

This option lets users in the same role view each other’s data. It’s disabled by default, ensuring data privacy.

7. Can users with the same role share information?  

Yes, if Share Data with Peers is enabled in the role settings. Without it, users in the same role cannot see each other’s data.  

8. Why can't I create roles in a new account? 

If your Bigin account has only one user, role creation is disabled. Initially, only system-defined roles (CEO and Manager) and standard profiles are available.

9. What permissions are required to manage roles?  

You must have the Manage Roles permission in your profile to edit or create roles. This is typically available only to users with Admin or Administrator profile access.

Profiles

1. What are profiles in Bigin? 

Profiles are sets of permissions that control what users can see and do within the Bigin account. They let you grant only the access necessary for each user’s role, enhancing security.

2. Which default profiles are available in BIGIN?  

  • Administrator: Full access to all Bigin features.

  • Standard: More limited access—suitable for typical sales or support roles.
    Both can be customized, but cannot be deleted.

3. Can I create my own profiles? 

Yes! You can create custom profiles by cloning an existing one (Administrator or Standard), then customizing permissions as needed. These custom profiles can also be deleted.

4. What types of permissions are configurable within a profile?  


Profiles control multiple areas:

  • Pipeline Permissions: Control view/create/edit/delete access per pipeline, including team-specific pipelines.

  • Basic Permissions: For modules like Contacts, Accounts, Pipelines, Notes, Files, Activities, and Dashboards, you can enable or disable actions: View, Create, Edit, Delete. Dashboards specifically support only View and Manage permissions.

  • Advanced Features: Permissions for advanced capabilities, such as:

    • Workflows

    • Forms

    • User Management (adding/editing/deactivating users, roles, profiles)

    • Bulk Actions (mass email, owner changes, deletes, mass updates)

    • Data Administration (data integrity tools)

    • Miscellaneous other actions.

  • Channels Permissions: Access to communication channels like Email and Social Profiles can be toggled per profile.

 5. How do I create or clone a profile?

  1. Navigate to Setup → Users and Control → Profiles tab.

  2. Click + New Profile to start fresh or clone an existing one.

  3. Enter a name and optional description, then save.

Alternatively, hover over a profile and click More → Clone, then enter the new profile info

6. How do I view which users are assigned to a profile?  

  1. Navigate to Setup → Users and Control → Profiles.

  2. Hover over a profile, then click More → View Users.

  3. The system will display all users currently assigned to that profile.

7. How do I delete a custom profile?  

  1. In the Profiles tab, hover over the profile and click More → Delete.

  2. You'll be prompted to reassign any users currently using that profile to another before deletion.

Only custom profiles can be deleted. Default profiles cannot be removed

8. Who can manage profiles?  

Only users with the Manage Profiles permission enabled in their profile can create, edit, or delete profiles and assign them to users

9. Can I restrict access to the Setup page or system settings?  

Yes. Under profile Advanced/Miscellaneous permissions, you can disable Setup Permissions to prevent users from accessing the Setup page entirely.

10. Why should I clone default profiles instead of editing them directly?  

  • The Administrator profile is mostly unmodified and intended to retain full system access.

  • The Standard profile is read-only for most high-level settings.

  • Best practice is to clone these profiles and make tailored changes rather than modifying the system defaults.