Introducing custom member roles and privileges

Introducing custom member roles and privileges

A team isn't always the same when it comes to its members' roles and responsibilities. This is especially true in the event world.
 
Given the wide range of event types, distinctive roles that fit the shoes of every event member in the team are definitely needed. Say you would like to restrict the decisions made for branding your event to just a few people in your team. Or perhaps you only want the event organizers taking care of ticket payments for events. You can easily manage these needs by making specific roles to control who can see and do what.

With this in mind, we'd like to introduce custom roles in Backstage to help you provide permission or let you control access for everything in your event. This way the members in your team can obtain the relevant data needed to perform their tasks without being overwhelmed with too much information.




Default roles

First let's talk about default roles. Default roles are assigned to each person in Backstage based on how they are onboarded or the level they are invited to manage. For instance, if you create a portal, you will be assigned the role Portal Owner by default. If you are invited to an event, you are given the Organizer role for that event.



All these default roles have preset permissions that cannot be modified but can be viewed at any time in the Roles and Privileges tab inside the Settings tab of your portal. Team members can use Backstage based on the privileges that are enabled for their role.


Custom roles

Backstage lets you design customized member roles. Each role can be set up with the necessary permissions to define access levels for your team in a granular way.


 
Go to the Settings tab in your portal and click the Roles and privileges tab. Here you can create a custom role and give a unique name to suit the set of duties that the people with this role can perform—a name that your team members can understand. Next, clone the list of permissions from one of the default roles given so that you can continue to edit this list or modify it completely to fit your requirements.
​

Manage custom roles



After a custom role is created, you can edit its name as well as modify its privileges whenever you need to limit or extend the access level for a specific role. You can even set the visibility of these custom roles in your event or brand.



If you do not want to use a custom role, you can delete it. Keep in mind that if there are members who are assigned with a custom role that you want to remove, simply provide a different role for those members and then delete the custom role.

Custom roles are available for everyone in the Enterprise and Ultimate plans.

Establish clear roles and responsibilities with well-defined custom roles! To get more information, check out these links in our help center:

Let us know how you were able to use this feature by commenting below. You can also start a discussion about this in our community or write to us at support@zohobackstage.com for any product-related questions.

Happy organizing!



      • Sticky Posts

      • Important notice: Changes in sender domains

        Hello Backstage users, This is a heads-up about a major change with sender domains in Zoho Backstage. In response to Google's new guidelines for email senders, Backstage won't be able to send emails with the sender domain "gmail.com" or "googlemail.com".

      • Announcing Backstage OnAir, our in-house virtual events solution

        These past months have seen a huge rise in the number of virtual events with some of the biggest events of the year going online. Though there's little possibility for virtual events to completely replace in-person ones, COVID-19 has shown how flexible

      • Introducing the mobile app for event organizers

        It doesn't matter if you're planning your first trade show or an annual executive retreat—organizing an event requires your undivided attention. This is especially true on event day, when things can quickly get out of hand. So how can you stay on top of everything happening at your event? Introducing the Zoho Backstage for Event Organizers mobile app, for Android and iOS—designed to improve and simplify your event management. Getting things started on time, checking in attendees on event day, following

      • Announcing Zoho Backstage: Your complete event management software

        With just a few months till the event, you're still racking your brain. Did you advertise to the right audience? Is your event website design appealing? How will you keep attendees engaged and interested during sessions? It doesn't matter if you're organizing

        • Recent Topics

        • Restrict portal signup until registration form and payment are completed

          Hi everyone, I am working on a Zoho Creator portal for a project. In our business flow, users must first fill out a registration form and pay a registration fee before they are allowed to access the portal. However, when I share the portal link, users

        • Zoho Creator In-App Notification

          Hi Team, I have implemented an in-app notification using code, as it required some customization. I followed the example in the link below: https://www.zoho.com/deluge/help/pushnotify-using-deluge.html#Example I have a couple of questions regarding this

        • Tip #64- Exploring Technician Console: Screenshot- 'Insider Insights'

          Hello Zoho Assist Community! Have you ever needed to capture exactly what's happening on a remote machine, whether to document an issue, guide a customer, or keep a record of your session? That's where the Screenshot feature in Zoho Assist comes in! With

        • Relating Invoices to Projects

          Hi Zoho team, If I have already created previously an invoice in Books, so I want to know how can I associate it with a relevant project? Thank you

        • Create a quote/estimate that includes a range of prices

          I am interested in using Zoho Books' Quote templates to create estimates for my customers. I do a mix of fixed-bid quotes and quotes based on an hourly rate. For the hourly rate quotes/estimates, I like to include a price range, for example: 2-4 labor

        • Budget

          I have just upgraded to the standard plan in order to be able to utilize the budgeting function and record budget amount

        • Capirec bank Automatic feed update

          Can anyone tell me if Zoho supports Automatic bank feed update from a Capitec bank account in south africa?

        • Free webinar! Accelerate deals with Zoho Sign for Zoho CRM and Bigin by Zoho CRM

          Hello, Paperwork shouldn’t slow you down. Whether you’re growing a small business or running a large enterprise, manual approvals and slow document turnaround can cost you time and revenue. With Zoho Sign for Zoho CRM and Bigin by Zoho CRM, you can take

        • Add Lookup Field in Tasks Module

          Hello, I have a need to add a Lookup field in addition to the ones that are already there in the Tasks module. I've seen this thread and so understand that the reason lookup fields may not be part of it is that there are already links to the tables (

        • CRM x WorkDrive: File storage for new CRM signups is now powered by WorkDrive

          Availability Editions: All DCs: All Release plan: Released for new signups in all DCs. It will be enabled for existing users in a phased manner in the upcoming months. Help documentation: Documents in Zoho CRM Manage folders in Documents tab Manage files

        • Upload own Background Image and set Camera to 16:9

          Hi, in all known online meeting tools, I can set up a background image reflecting our corporate design. This doesn't work in Cliq. Additionally, Cliq detects our cameras as 4:3, showing black bars on the right and left sides during the meeting. Where

        • 【まだ間に合う！】Zoho ユーザー交流会 | AI活用・CRM・Analytics の事例を聞いて、ユーザー同士で交流しよう！

          ユーザーの皆さま、こんにちは。コミュニティチームの藤澤です。 3月27日(金)に東京、新橋で開催する「東京 Zoho ユーザー交流会 NEXUS」へのお申し込みがまだの方は、この機会にぜひお申し込みください！（参加無料） ーーーーーーーーーーーーーーーーーーーーーーーーーーーーーーーーーーーー イベントの詳細はこちらから▷▷ https://www.zohomeetups.com/tokyo2026vol1#/?affl=communityforumpost3 ーーーーーーーーーーーーーーーーーーーーーーーーーーーーーーーーーーーー

        • ZeptoMail API

          Hello Since today, we experience issues with the ZeptoMail API. When trying to send e-mails using: https://api.zeptomail.eu/v1.1/email we receive the error: (503) Site unavailable due to a traffic surge. Please try again shortly. I kindly ask you to identify

        • Sender Email Configuration Error.

          Hello Team, Hope you are all doing well. We are in the process of creating the Zoho FSM environment in the UAE. When we try to add the sender email address “techsupportuae@stryker.com”, we receive the error message: “Error occurred while sending mail

        • Managing user mailbox actions

          An organization often has users with different roles and responsibilities, such as leadership, operations, or support teams. While some users may require full access to email features, others may only need limited functionality. For example, enabling

        • Custom function return type

          Hi, How do I create a custom deluge function in Zoho CRM that returns a string? e.g. Setup->Workflow->Custom Functions->Configure->Write own During create or edit of the function I don't see a way to change the default 'void' to anything else. Adding

        • Update P_Leave: code: 7052 "Employee_ID": "Enter Employee ID"

          Hi, Zoho People - Update Leaves Can someone assist? ------------------------------------------------------------------------------------------ col = Collection(); col.insert("recordid":id); col.insert("Date_Check_Approval":zoho.currentdate); info zoho.people.update("P_Leave",col.toMap());

        • Prevent tracking users from specific countries

          Currently, I’m receiving many bot visits from the United States and Malaysia. I would like these visits not to be recorded in SalesIQ. I already enabled the option to exclude traffic from cloud service providers, but I’m still receiving bot visits. Ideally,

        • Es posible cambiar el lenguaje de los modulos del ASAP?

          Es posible cambiar el lenguaje de estos textos? Tengo Zoho configurado en español pero aun así me muestra estos textos en ingles:

        • Using workflows to automatically set classification of new tickets

          Hello, I am trying to use a workflow to set a classification for a new ticket that is created via an email coming into my desk department. The workflow is working fine if I create a ticket from within desk, however if a ticket is emailed in then this

        • Text/SMS With Zoho Desk

          Hi Guys- Considering using SMS to get faster responses from customers that we are helping.  Have a bunch of questions; 1) Which provider is better ClickaTell or Screen Magic.  Screen Magic seems easier to setup, but appears to be 2x as expensive for United States.  I cannot find the sender id for Clickatell to even complete the configuration. 2) Can customer's reply to text messages?  If so are responses linked back to the zoho ticket?  If not, how are you handling this, a simple "DO NOT REPLY" as

        • Default/Private Departments in Zoho Desk

          1) How does one configure a department to be private? 2) Also, how does one change the default department? 1) On the list of my company's Zoho Departments, I see that we have a default department, but I am unable to choose which department should be default. 2) From the Zoho documentation I see that in order to create a private department, one should uncheck "Display in customer portal" on the Add Department screen. However, is there a way to change this setting after the department has been created?

        • Show unsubscribed contacts ?

          Hello, I would like to display the unsubscribed contacts. Unfortunately, I do not have this subscription type as described in the documentation (https://help.zoho.com/portal/en/kb/marketing-automation-2-0/user-guide/contacts/contact-management/articles/subscription-type-24-1-2024#Subscription_Type_field.)

        • What's New in Zoho Inventory | Q2 2025

          Hello Customers, The second quarter have been exciting months for Zoho Inventory! We’ve introduced impactful new features and enhancements to help you manage inventory operations with even greater precision and control. While we have many more exciting

        • "Spreadsheet Mode" for Fast Bulk Edits

          One of the challenges with using Zoho Inventory is when bulk edits need to be done via the UI, and each value that needs to be changed is different. A very common use case here is price changes. Often, a price increase will need to be implemented, and

        • Cloning Item With Images Or The Option With Images

          Hello, when I clone an item, I expect the images to carry over to the cloned item, however this is not the case in Inventory. Please make it possible for the images to get cloned or at least can we get a pop up asking if we want to clone the images as

        • ZOHO BOOKS - RECEIVING MORE ITEMS THAN ORDERED

          Hello, When trying to enter a vendor's bill that contains items with bigger quantity than ordered in the PO (it happens quite often) - The system would not let us save the bill and show this error: "Quantity recorded cannot be more than quantity ordered." 

        • Stock count by bin location

          Is there a configuration to make a stock count by bin or area and not by product. these is useful to manage count by area Regards

        • Server-based Appication API access for Social, Sites, Flow, Pages.

          Hello, I am trying to hook up API access for a number of apps and I have hit a wall trying to add these scopes to the API feed. We cannot find the correct way to list the scope for these Zoho apps; Social, Sites, Flow, Writer. Error on web-page comes

        • Zoho Survey – Page Skip Logic Not Working

          Hi everyone, I'm experiencing an issue with the page skip logic in Zoho Survey. Last week, it was working fine, and I haven’t changed anything in the settings. However, today the skip logic is not working at all. I also tried testing it with different

        • Zoho Survey: Bulk Exporting Raw Data (CSV/Excel) from 100+ Individual Survey Projects

          Hi Zoho Community, I am currently managing a 360-degree evaluation process that involves 100+ individual survey projects (one separate survey for each employee being evaluated). I need to download the raw response data (CSV or Excel) for all 100 surveys.

        • Brand Studio Projects in Analytics

          Hi All, Currently pulling my hair out over trying to link together some social media posts for a reporting dashboard in Analytics, so I thought I'd see if anyone on here had a solution. Our Marketing Team created a LinkedIn campaign in Zoho Brand Studio,

        • ERROR: Product type cannot be changed for Items having transactions.

          I have mistakenly added a product type as goods for an item that was a digital service. Now when HSN/SAC became mandatory, this brought my attention to this error I did. So I tried changing the product type but it displayed this error message Product

        • Combine and hide invoice lines

          In quickbooks we are able to create a invoice line that combines and hides invoices lines below. eg. Brochure design         $1000 (total of lines below, the client can see this line) Graphic Design           $600 (hidden but entered to reporting and

        • Introducing Built-in Telephony in Zoho Recruit

          We’re excited to introduce Built-in Telephony in Zoho Recruit, designed to make recruiter–candidate communication faster, simpler, and fully traceable. These capabilities help you reduce app switching, handle inbound calls efficiently, and keep every

        • Include Notes in email templates for task

          Hi there,  I am setting up some automated email reminders via "setup-automation-workflow" to be send out when a task is being edited. I would like to include the "task notes" in the email. Is that possible? I do not find that field in the dropdown table when setting up the email template. Is it also possible to trigger the workflow rule when a new note is added to the task? In my opinion that should be quite essential, since a task update is often done by adding a new note to the task.... Also i

        • Auto-publish job openings on my Zoho Recruit Careers Website

          I have developed a script using the Zoho Recruit API that successfully inserts new jobOpening records to my Zoho Recruit website, but my goal is to auto-publish to the Careers Website. The jobOpening field data shows two possible candidates to make this

        • [Free webinar] Custom domains for portals in Zoho Creator - Creator Tech Connect

          Hello everyone, We’re excited to invite you to another edition of the Creator Tech Connect webinar. About Creator Tech Connect The Creator Tech Connect series is a free monthly webinar featuring in-depth technical sessions designed for developers, administrators,

        • Remove my video

          Hi, How can I remove my video so that I don't have to see myself. It's weird so I always remove my own video from what I see but cannot find this feature here. Thanks!

        • Marking a meeting 'done'.

          I would like to somehow mark a meeting 'done' and placed under the contact's page rather than deleting it and having no record of it. Am I missing a button that does this?

        • Next Page