Managing Roles

Roles let you control exactly what each user in your platform can see and do. Assign the right permissions to the right people — and keep your platform secure and well-organised. 🔐

In This Article:

📋 What are Roles?

🗂️ The Roles Overview

🆕 Creating a Role

🔐 Understanding Permissions

✏️ Editing and Deleting Roles

💡 Best Practices

🧩 What Can You Do in Roles?

📋 What are Roles?

A Role is a named set of permissions you assign to members. Each role defines what a member can create, read, update, or delete — across areas like content, members, locations, and platform features. Instead of setting permissions per person, you define a role once and assign it to as many members as you need.

Atobi comes with a set of built-in system roles (like System Owner and Regular Access) that cannot be deleted, but you can create as many custom roles as your organisation needs.

🗂️ The Roles Overview

Go to Platform Settings → Roles to see all your roles in one place. The list shows:

• Name — the role's name and how many members it is assigned to
• Created by — who created the role (blank for system roles)
• Updated at — when the role was last modified

Use the Search bar at the top to quickly find a role by name. Click on any role row to open it and view its full permission settings.

🆕 Creating a Role

To create a new custom role:

1. Go to Platform Settings → Roles.
2. Click + Create in the top-right corner.
3. Enter a Name for the role (required) and an optional Description.
4. Configure the permissions across each section (see Understanding Permissions below).
5. Click Create to save the role.

🔐 Understanding Permissions

Permissions are organised into four groups. Each group controls a different area of the platform:

Directory

These permissions control what the role holder can do with platform-wide administrative data. Each item supports individual Create, Read, Update, and Delete toggles:

• Member Management — View and manage members
• Profession Management — Manage professions used to categorize members
• Roles Management — Manage roles and their permissions
• Location & Location Categories — Manage locations, districts, organizations, and categories

Member Management — Assignable Roles

The Assignable roles setting controls which roles this role holder is allowed to assign when creating or editing members. Select every role that members with this role should be able to hand out. If a role isn't listed here, the member won't see it as an option when managing others.

Access Scope

Choose whether members with this role have Local or Global access:

• Local Access — The member can only manage content and members within their assigned locations.
• Global Access — The member can manage content and members across all locations in the platform.

Content

Content permissions control what the role holder can do with platform content. Each item supports Create, Read, Update, and Delete toggles:

• Article Access — Create and manage articles
• Channel Access — Create and manage channels
• Audiences — Create and manage audience segments for targeting content
• Content Categories — Manage topics used to categorize content
• Engagement Access — Create and manage achievements and competitions
• Complaints — Review and resolve user reports and complaints

Feature Access

These toggle individual platform features on or off for the role:

• Dashboard Access — View analytics dashboards
• Store Dashboard — View the store-level dashboard
• Chat Access — Send and receive messages in chat
• Atobi Connect Access — Share and receive content from external partners

Administration

These are special platform-level designations:

• System Owner — Full access to platform settings and all content
• Technical Contact — Receives technical support requests from Atobi
• Invoicing Contact — Receives billing and invoice notifications

⚠️ Important: The System Owner designation grants unrestricted access to everything in the platform. Only assign this to users who genuinely need full administrative control.

✏️ Editing and Deleting Roles

To manage an existing role, hover over its row in the Roles list and click the ⋮ (Actions) icon at the end of the row. You'll see the following options:

• 👁 View — Open the role in read-only mode to inspect its current permissions
• ✏️ Edit — Modify the role's name, description, or any permission settings
• 🗑 Delete — Permanently remove the role from the platform

⚠️ Important: Deleting a role is permanent. Before deleting, make sure no active members rely on this role — or reassign them first.

💡 Best Practices

• Start with the minimum permissions needed — it's easier to add access later than to clean up an over-permissioned role.
• Use descriptive role names — names like "Store Manager – Read Only" or "Content Creator – Global" make it clear who the role is for at a glance.
• Use Local Access for location-specific admins — this ensures they can only affect their own stores or regions, not the entire platform.
• Limit Roles Management access — only give members the ability to manage roles if they genuinely need to create or edit role configurations.
• Review assignable roles carefully — a member should only be able to assign roles that are equal to or below their own permission level.
• Audit roles periodically — use the Updated at column to spot stale roles and remove ones that are no longer in use.

🧩 What Can You Do in Roles?

• 📋 View all roles and their member counts in one place
• 🆕 Create custom roles with fully configurable permissions
• 🔐 Set granular access across Directory, Content, Features, and Administration
• 🌍 Choose between Local and Global scope for each role
• ✏️ Edit or delete any custom role at any time
• 👁 Inspect system roles to understand their default permissions