Guide
Roles & Permissions

Roles & Permissions

Define and manage user roles with granular permission control. Control what features and data each team member can access based on their role in the organization.

Overview

The Roles & Permissions section allows you to:

  • View predefined system roles
  • Create custom roles with specific permissions
  • Manage permissions across CRM, Support, and Admin Center modules
  • Assign roles to team members
  • Control access at a granular level (View, Create, Edit, Delete)

Access location: Admin Center → Roles & Permissions

Roles Overview

Key Concepts

What is Role-Based Access Control (RBAC)?

RBAC is a security model that controls which users can access which features. Instead of managing individual user permissions, you create roles and assign users to those roles.

Benefits:

  • Simplified permission management
  • Consistent access policies
  • Easy to onboard new team members
  • Reduces security risks

Permission Levels

Each role can have different permission levels for each module:

  • View: Read-only access to records
  • Create: Ability to create new records
  • Edit: Ability to modify existing records
  • Delete: Ability to remove records
  • None: No access to this module

Modules

Flinkk One has three main module areas with controllable permissions:

  1. CRM Module: Sales and customer management features
  2. Support Module: Customer support and ticketing
  3. AdminCenter Module: System administration and settings

Predefined System Roles

Flinkk One comes with six pre-built roles covering common organizational structures:

1. Owner

Purpose: Complete system ownership and access

Permissions:

  • Full access to all modules (CRM, Support, AdminCenter)
  • Complete system administration rights
  • Can manage all members and roles
  • Cannot be modified or deleted
  • Only one Owner per organization

Use case: Organization founder or primary administrator

Member count in your system: 1

2. System Manager

Purpose: Full administrative access for managing system configuration

Permissions:

  • All modules: View, Create, Edit, Delete
  • System-wide administration rights
  • Can manage general system settings
  • Can manage most features

Use case: IT administrator or system administrator

Common tasks:

  • Configure system settings
  • Create custom fields
  • Manage integrations
  • Set up email configuration
  • User administration support

3. Sales Agent

Purpose: Sales team access for lead and opportunity management

Permissions:

  • CRM Module: Full access
  • Support Module: Limited or no access
  • AdminCenter Module: No access

Typical access:

  • Manage leads
  • Manage opportunities
  • Create quotations
  • Manage accounts and contacts
  • Create tasks and notes

Use case: Sales representative or account executive

Workflow example:

  1. View assigned leads
  2. Create opportunities
  3. Generate quotations
  4. Close deals

4. Sales Manager

Purpose: Oversee sales operations and team

Permissions:

  • CRM Module: Full access
  • AdminCenter Module: Specific configuration access
  • Support Module: Limited access

Additional capabilities:

  • View all team members' records
  • Create and manage teams
  • Access sales reporting
  • Manage team quotas

Use case: Sales team leader or regional manager

5. Support Agent

Purpose: Customer support and ticket management

Permissions:

  • Support Module: Full access
  • CRM Module: Limited access
  • AdminCenter Module: No access

Typical access:

  • Create and manage tickets
  • Respond to customer inquiries
  • Update ticket status
  • Add internal notes

Use case: Customer support representative

Workflow example:

  1. Create support ticket from customer inquiry
  2. Update ticket status through resolution
  3. Close ticket when resolved
  4. Maintain ticket history

6. Support Manager

Purpose: Manage support operations

Permissions:

  • Support Module: Full access
  • AdminCenter Module: Specific configuration access
  • CRM Module: Limited access

Additional capabilities:

  • View all team tickets
  • Manage ticket queues
  • Create support categories
  • View support reports

Use case: Support team leader or manager

Creating Custom Roles

If the predefined roles don't meet your organization's specific needs, you can create custom roles with tailored permissions.

Role Creation

Permission Structure

Understanding Permission Combinations

Each role can have a custom combination of permissions. Here's how permissions work:

Module Access Levels

No Access
  ↓
View Only (Read)
  ↓
View + Create
  ↓
View + Create + Edit
  ↓
View + Create + Edit + Delete (Full)

Example: Sales Agent on CRM Module

A Sales Agent typically has:

  • View: Can see all leads
  • Create: Can create new leads
  • Edit: Can edit lead details
  • Delete: Cannot delete leads

Module Permissions Reference

CRM Module Permissions

This module controls access to sales and customer management features:

CRM includes access to:

  • Leads (prospect management)
  • Opportunities (deals)
  • Contacts (individual customers)
  • Companies (organizational accounts)
  • Tasks (to-do items)
  • Products (catalog items)
  • Quotations (proposals)
  • Packages (bundled offerings)
  • Price Books (pricing configuration)
  • Documents (file management)
  • Campaigns (marketing campaigns)
  • Notes and Activities
  • Emails (communication history)

Typical access patterns:

  • Owner: Full (View/Create/Edit/Delete)
  • Sales Manager: Full (View/Create/Edit/Delete)
  • Sales Agent: Full except Delete (View/Create/Edit)
  • System Manager: Full (View/Create/Edit/Delete)

Support Module Permissions

This module controls access to customer support features:

Support includes access to:

  • Support Tickets (customer issues)
  • Ticket Categories (organization)
  • Ticket Status (workflow management)
  • Support Reports (analytics)
  • Help Portal (knowledge base)

Typical access patterns:

  • Support Manager: Full (View/Create/Edit/Delete)
  • Support Agent: Full except Delete (View/Create/Edit)
  • System Manager: Full (View/Create/Edit/Delete)

AdminCenter Module Permissions

This module controls access to system administration:

AdminCenter includes access to:

  • Member management
  • Role management
  • General settings
  • Configuration (currencies, tax, exchange rates)
  • Templates (email, quote)
  • Integrations
  • Email configuration
  • File management
  • Notifications
  • Field customization

Typical access patterns:

  • Owner: Full access
  • System Manager: Full access
  • Others: Usually no access or limited

How to View Role Details

Viewing Role Information

  1. Navigate to Roles & Permissions (Admin Center → Roles & Permissions)
  2. Review the Role List - Shows: Role Name, Description, Permissions (module badges), Members count, Created date
  3. Click on a Role - Opens detailed view
  4. Review Permission Badges - Colored badges indicate module access
  5. View Member List - Bottom section shows all members with this role

Common Role Management Tasks

View All Sales Agents in Organization

  1. Go to Roles & Permissions
  2. Click on "Sales Agent" role
  3. View all members assigned to this role
  4. See their contact information and status

Understand a Member's Permissions

  1. Go to Members (Admin Center → Members)
  2. Find the member
  3. Check their assigned role
  4. Go to Roles & Permissions
  5. Click the assigned role to see full permission details

Check Who Has Admin Access

  1. Go to Roles & Permissions
  2. Review roles with AdminCenter access (Owner, System Manager)
  3. Click each role to see all members with admin access

Permission Best Practices

Principle of Least Privilege

  • Assign the minimum permissions needed for a role
  • Users should only access what they need
  • Reduces accidental data exposure
  • Improves system security

Regular Access Audits

  • Periodically review member roles
  • Remove access when team members change positions
  • Update roles as responsibilities change
  • Document role changes

Clear Role Definitions

  • Each role should have a clear purpose
  • Avoid creating unnecessary custom roles
  • Use predefined roles when possible
  • Document custom role permissions

Next Steps

After understanding roles and permissions, you may want to:

Members & RolesField Customization