D
Daniel Fundi Ndaya
Category:
CRM / Team Management / User Permissions
The Problem
GoHighLevel needs a more scalable way to organize users and manage permissions, especially for agencies, franchises, schools, and enterprise organizations with large teams.
Managing permissions individually for every user becomes increasingly difficult as organizations grow.
There should be a way to organize users into
Teams and Sub-Teams
, assign permissions at the group level, and automatically apply those permissions to members.
Proposed Solution
Introduce a hierarchical Team Management system that allows organizations to create Teams, Sub-Teams, and nested organizational structures.
  1. Teams & Sub-Teams
Allow administrators to:
  • Create unlimited Teams and Sub-Teams.
  • Organize teams into parent-child hierarchies.
  • Assign users to multiple teams.
  • Designate Team Leaders and Managers.
  • Move users between teams.
  • View the organizational hierarchy through a visual organization chart.
Example Structure:
Company
  • Marketing Department
- Social Media Team
- SEO Team
- Paid Advertising Team
  • Sales Department
- Inbound Sales
- Outbound Sales
  • Operations Department
- Customer Support
- Project Management
2. Group-Based Permissions
Allow administrators to assign permissions directly to Teams and Sub-Teams rather than configuring every user individually.
Requested Features:
  • Team Permissions:
    Assign access to CRM modules, features, and records at the team level.
  • Permission Inheritance:
    Sub-Teams can inherit permissions from their parent Teams.
  • Permission Overrides:
    Allow authorized administrators to customize permissions for specific Sub-Teams or users.
  • Role-Based Access Control (RBAC):
    Create reusable permission roles such as Manager, Editor, Viewer, and Administrator.
  • Multiple Team Memberships:
    Support users belonging to multiple teams with clearly defined permission resolution rules.
  • Bulk Permission Updates:
    Change permissions for an entire team simultaneously.
  • Custom Object Permissions:
    Control which teams can create, view, edit, or delete specific Custom Objects and records.
  • Record-Level Access:
    Restrict records by assigned user, team ownership, or other defined access rules.
  1. Team-Based Resource Access
Allow administrators to grant Teams and Sub-Teams access to specific resources, including:
  • Contacts and Companies
  • Custom Objects and associated records
  • Opportunities and Pipelines
  • Calendars and Appointments
  • Conversations and Inboxes
  • Workflows and Automations
  • Websites, Funnels, and AI Studio Projects
  • Forms and Surveys
  • Documents and Media
  • Reports and Dashboards
Permissions should support granular actions such as
View, Create, Edit, Delete, Manage, and Share
, wherever applicable.
4. Centralized Permissions Board
Introduce a dedicated
User & Team Permissions Board
where administrators can manage access across the organization from one interface.
The board should include:
  • A permissions matrix showing Teams, Sub-Teams, Roles, Users, and their access levels.
  • Bulk permission editing.
  • Search and filtering.
  • Inherited versus directly assigned permissions.
  • Effective permission previews showing exactly what each user can access.
  • Permission change history and audit logs.
  • The ability to copy permission configurations between teams.
5. Enterprise Features
  • Team-Based Record Assignment:
    Assign contacts, opportunities, and Custom Object records to teams rather than only individual users.
  • Team-Based Workflow Automation:
    Trigger workflows when users join, leave, or change teams.
  • Automatic Permission Provisioning:
    New team members automatically receive their team's permissions.
  • Temporary Access:
    Grant permissions for a specified period.
  • Team-Specific Dashboards:
    Display relevant information based on team membership.
  • API Support:
    Create, update, retrieve, and manage Teams, Sub-Teams, memberships, and permissions programmatically.
Why This Matters
Consider a university using GoHighLevel:
The university may have multiple campuses, departments, faculties, and administrative teams.
Each department requires different access to student records, applications, communications, workflows, and operational data.
Without hierarchical team management, administrators must manually configure permissions for hundreds or thousands of users.
With Teams and Sub-Teams, administrators could manage permissions for entire departments in seconds.
The same applies to multinational enterprises, franchise networks, healthcare organizations, agencies, and other complex organizations.
The Opportunity for HighLevel
This would help transform GoHighLevel from a CRM designed primarily around individual user permissions into a platform capable of supporting complex enterprise organizational structures.
It would reduce administrative overhead, improve security, simplify onboarding, and make HighLevel significantly more scalable for large organizations.
The ultimate goal: Allow organizations to structure their teams exactly as they operate in the real world, with centralized, hierarchical, and granular permission management across the entire HighLevel platform.