Please, Please, Please More User Roles and Granualr Permissions
R
Rory Nicholls
Currently, we are only allowed just two main user roles—Admin and User. In our business model, we have sales reps who manage sensitive, high-net-worth clients. Some workw exclusively with these clients, and we need to ensure that only he and the admins can view and manage those particular contacts.
On the other hand, we also have a broader group of salespeople who handle general incoming leads. These leads go into a user we created called "house account" and then i have an automation that assigns new contacts to that user. In that same automation, i add all the sales staff as contact followers so they can still be assigned tasks and see acitivy. While this workaround helps us, it also leads to intermittent issues and additional complexity.
For instance, we recently had a scenario where a contact assigned to the house account had a task created that was assigned to a sales person (different user), but due to permission limitations, when the salesperson with the assigned task viewed his tasks screen from the contacts module, the associated contact field wasn’t visible to that rep. So there was no actionable way to conduct that task. Somehow that was eventually resolved on its own. Currently, contact followers cant see "house account" conversations, which created a big problem with one of our clients. It highlighted how fragile these workarounds can be. In other words, we’re relying on automations to manage workflows that would be much simpler if we had more nuanced user role permissions built into the platform.
We are also sensitive to protecting a certain salesperson's contacts and have had staff in the past reassign contact ownership to themselves. Assigning the sales staff as followers allows them to see the contact, but not change the ownership, which currently works as a solution, but it is creating all the problems that i mentioned above.
We believe that adding more granular permission controls, or allowing subaccounts to create their own user roles with more options for permissions with contact would benefit many businesses like ours. It would reduce the need for these complex workarounds and ensure a smoother experience.
Log In
B
Brandon Howard
This is critical. I have an agency where I need my employees to be able to have "Login As" capabilities (which are only available as an Agency Admin). The problem is they gain access to my emails via the team inbox for our agency sub account.
I also have business partners, and there is currently no way to put them a level above my employees because employees must currently have the Agency Admin role to complete the work I need them to do.
From a security standpoint, we need the ability to create custom roles and order them in a hierarchy. Example:
Agency Owner
Agency Partner
Agency Admin
Agency User
In this example, an Agency Admin would be able to use the Login As functionality to help customers in any sub account, but they should not be able to switch to an Agency Partner's account. In fact, it would be great if I had the option to prevent them from using the Login As feature to switch to another Agency Admin on their same level in the hierarchy.
In addition, I would like my employees to be able to use the CRM system without having a team inbox where they can see one another's emails - this is not possible while they are Agency Admins, as that role bypasses the "Restrict data visibility to only assigned data" checkbox.
To be clear, everyone has different needs, so I am no suggesting the specific structure above for everyone (although it would certainly help me). I'm suggesting that agency owners should be able to create unique user roles and choose their permissions for each role, AND the permissions must be segmented so we can show/hide things on either the agency level or the sub account level.
For example, I need my employees to have access to sub account Dashboards. but I don't want them to have access to my agency Dashboard. There is no way to do this currently. I can either enable or disable Dashboards and it applies to both the agency level and the sub account level.
P.S. It's crazy that you can choose to allow access only to specific accounts, but you can't allow access to all accounts except for exclusions. For example, I want my employees to have access to all sub accounts so they can help any customer any time without me having to add them to each individual sub account. But I don't want them to have access to my agency sub account. I should be able to grant them access to all sub accounts except for my agency sub account - but there is no way to do this without manually adding them to every single sub account one at a time.
F
Francesco D
It's so necessary!
S
Simon Heit
Would be great to create your own custom roles with picklist of features/permissions for each role!
J
J Gray
Please please
K
Keith Besherse
S
Sales & Marketing
Merged in a post:
Manager Role (in addition to "user" and "admin)
C
Chase Attaway - Admin
It would be great to have a user role called something like "manager" or give an admin the ability to assign specific users to a specific user to oversee them.
Ex: Company owner wants to have a Manager oversee specific users (maybe a different area, or there's a manager for specific roles, etc) and an admin can assign a user or a "manager" specific users to oversee.
S
Sales & Marketing
Merged in a post:
Ability to add heirarchy
A
Adam Wheeler
Need to be able to create teams with managers, where the manager can only see his or her teams data and leads.
S
Sales & Marketing
Merged in a post:
📌 Add Role-Based Permissions + Team Management for Marketing Teams in Sub-Accounts
D
Daniel Fundi Ndaya
GoHighLevel currently handles user permissions individually within each sub-account — with Admin and User types, and manual permission toggles. As marketing agencies, multi-client setups, and education businesses with internal marketing teams grow, this gets tedious, prone to human error, and limits scalability.
We need a smarter, team-oriented permission system.
🎯 Feature Request: Marketing Teams + Roles System
📌 Roles
Predefined permission profiles like:
Marketing Admin
Marketing Manager
Campaign Specialist
Content Creator
Ads Manager
Each Role would define:
What areas they can access (CRM, Conversations, Opportunities, Campaigns, Ads, Reporting, etc.)
What actions they can take (View, Create, Edit, Delete)
What records they can access (All, Owned, or Team-based)
📌 Marketing Teams
Groups of users organized by team responsibilities and roles.
Example:
“Facebook Ads Team” → 3 users with the Ads Manager role
“Lead Nurturing Team” → 2 users with the Campaign Specialist role
“Marketing Managers” → oversight across all teams
Teams can be assigned to:
Pipelines
Ad Accounts
Campaign Projects
Automations
Opportunities
Dashboards
Leads and opportunities should be assignable to Marketing Teams as well as individual users.
✅ Why This Matters
🚀 Faster onboarding: Assign a role, drop them into a team
📊 Easier scaling: Manage permissions by role or team, not one by one
🏢 Multi-client and agency ready: Control who works on what without risking account-wide access
📈 Cleaner reporting: Track both individual and team marketing performance
🔒 Better security: Consistent, reliable permission structures, reducing errors and overexposure
📊 Comparison to Current System:
Current GHL
- User-level manual permissions
- No teams, only individual users
- Lead/campaign assignment to individuals only
- User-based reporting only
VS
Proposed System
- Role-based permissions with inheritance
- Group users into Marketing Teams (e.g. Ads Team, Nurturing Team)
- Assign leads, opportunities, and campaigns to Teams
- Individual + Team-based performance reporting
S
Sales & Marketing
Merged in a post:
More Flexible User Permission Options
W
WILLINTON CHACON
Hi, I would like to request more flexibility when it comes to user permissions. Currently, there are only two roles available: “Admin” and “User,” and only two permission levels: “Only Assigned Data” and “All Records.”
It would be very helpful to have more conditional or customizable permissions. For example, I’d like to allow a user to view another specific user’s contacts without giving them full admin access. Right now, if a user has the “Only Assigned Data” setting, they can only see their own assigned contacts. The only way to see another user’s contacts is by making them an Admin, which is not ideal in this case.
I simply want this user to collaborate with a teammate and be able to see the contacts assigned to that specific user—without having access to everything like an Admin would.
Photo Viewer
View photos in a modal
S
Sales & Marketing
Merged in a post:
teams
N
Nik Homesin
we really need to make an option to have managers in the system where they can see multiple peoples pipelines etc that are under the sub account. so if a manager has 10 guys on his team he sees those 10 guys pipeline calendars etc but not the rest of the sub account
Load More
→