What is Roles & Permissions?
Designed specifically for Admin users, Roles & Permissions enables Organisation Admins to configure user roles and permissions with greater granularity than ever before.
In addition to the default Admin and User roles, Admins can now create Custom Roles with tailored permissions to suit their organisation's specific needs. Roles & Permissions also provides clearer visibility into existing default roles and the permissions they include.
Who can use Roles & Permissions?
Roles & Permissions is available to Organisation Admins who manage user roles within Access Evo. With Custom Roles, Admins can delegate responsibilities by granting selected users the ability to manage roles and permissions.
Key Capabilities overview
Roles & Permissions allows Organisation Admins to:
Create Custom Roles
1. Blank Template – Start from scratch with no permissions.
2. Admin Template – Pre-filled with standard Admin permissions.
3. User Template – Pre-filled with standard User permissions.Manage Permissions
Add, remove, or adjust permissions to match organisational needs.Delete Custom Roles
Remove roles that are no longer required.
How to use Roles & Permissions
Note: You will only see the menu option if you are an Organisation Admin or have been granted access via a Custom Role.
Log in to the Access Evo platform
Click your Avatar (top-right corner)
Select Roles & Permissions from the menu
How to view or modify permissions for a role
Note: Default Roles can be viewed but not edited.
Select a role from the Roles menu (left-hand side).
View the role name and description.
Click the Permissions tab to see the role's permissions.
Expand sections to view details.
Click Save (top-right) to apply any changes.
How to create a Custom Role
In the Roles menu (left-hand side), click Add.
Choose a template: Blank, Administrator, or User.
Enter a Role Name (required) and Description (optional).
Click Create Role.
How to delete a Custom Role
Select a Custom Role from the Roles menu.
Click Delete (top-right corner).
Confirm the deletion in the pop-up modal.
How to assign a role (individual)
Go to Members in Access Evo.
Open the 3-dot menu for a member.
Select Manage Roles.
Choose the desired Organisation Role.
Click Save Changes and confirm in the pop-up.
How to assign a role (bulk)
Go to Members in Access Evo.
Use the tick icon to select multiple members.
Click Add on the right-hand side.
Select Assign Organisation Role.
Choose the desired role.
Click Set Role > Apply > Confirm in the pop-up.
Best practice for creating Custom Roles
Follow these best practices to ensure effective role management:
Assign the least privilege necessary for users to perform their tasks.
Review roles regularly to ensure they reflect current needs.
Use clear, descriptive names for each Custom Role.
Set guidelines around assigning administrative privileges.
Frequently asked questions
What is a Default Role?
Default Roles are predefined by Access Evo (e.g. Admin, User). They cannot be edited but can be viewed to help inform the creation of Custom Roles.
What is a Custom Role?
Custom Roles are created by your organisation to reflect unique business needs. These can be viewed and edited within Roles & Permissions and assigned via the Members area.
Is there a limit on the number of Custom Roles?
Yes, each organisation can create up to 5 Custom Roles.
I don't have the option to manage roles in Members?
Ensure your Organisation Role includes the Edit Organisation Role permission. If changes were made recently, refresh your browser.
I can't see my Custom Role when trying to assign roles in Members?
If you have recently made changes, you may need to refresh your browser. Alternatively, check that your user organisation role has the appropriate permissions.
I can't delete a Custom Role due to it being assigned to members of my organisation?
Follow the link to Members on the pop-up, this will automatically filter your members to show you users who have this organisation role. You can now unassign the organisation role and return to deleting the Custom Role.
Why has Roles & Permissions been developed?
Roles & Permissions has been created based on the valuable feedback we receive from our customers. Previously, having only Administrator or User to manage Access Evo meant a user would have either full rights to manage Access Evo, or only basic user access to Access Evo.
Some Administrators in an organisation had the need to delegate administrator responsibilities to other users but were not comfortable granting them full Administrator privileges.
One such example saw a customer creating a Junior Administrator role that could grant access to Products but could NOT manage Tags. By creating a new role and assigning certain permissions you now have more control over how your organisation is managed.