Understanding User Roles and Permissions
Roles and permissions decide what each team member can see and manage in your Ignite Funnels account. Getting them right protects customer and business information while giving each person the tools they need.
Security reminder: give every team member their own login, and only the access their work requires.
The two roles
- Admin: broad access to features, settings and data. For trusted owners, managers and team leads.
- User: access limited to the permissions an administrator switches on. For employees, assistants, sales reps, support staff and contractors.
The role sets the general level of access. Individual permissions give finer control over which features and actions each person can use.
What an Admin can usually do
View and manage customer information, configure features, manage conversations, calendars, opportunities and pipelines, build workflows, work on websites and funnels, see reports and payments, manage integrations, and add team members or change their permissions. Because this includes sensitive customer, financial and business data, keep Admin for people who truly need it, not for convenience.
What a User can do
Only what you allow. For example, a User might manage contacts, reply to conversations, manage appointments, update their own opportunities, complete tasks and see selected reports, while being blocked from payments and billing, integrations, account settings, workflows, data exports, user management and deleting records.
Permission areas
Permissions can cover contacts, conversations, calendars, opportunities and pipelines, marketing, workflows and automation, websites and funnels, forms and surveys, reputation management, payments, reporting and dashboards, integrations, account settings and user management. Some areas have separate options to view, create, edit, delete, export or configure. What you see can depend on your plan and setup.
Only Assigned Data
When Only Assigned Data is on, a User only sees records assigned to them, such as their contacts, opportunities they own, their appointments and their tasks. It suits sales reps, support agents, contractors and assistants who should not see your whole customer database.
Important: permissions control which parts of Ignite Funnels a User can open. Only Assigned Data controls which records they see inside those parts.
How to review or change permissions
- Sign in to the correct account and click Settings.
- Click My Staff. If you do not see it, your role does not include user management.
- Find the team member and click the Edit (pencil) icon. Double-check you picked the right person.
- Open Roles and Permissions.
- Choose Admin or User. Use User for limited or custom access.
- Switch on only the areas and actions they need. Take extra care with payments and billing, data exports, workflows, integrations, account settings, user management and deleting records.
- Turn on Only Assigned Data if they should only see their own records. Make sure the right contacts, opportunities, appointments and tasks are assigned to them first.
- Review everything and click Save.
- Ask them to check the right tools appear, they can do their tasks, restricted areas are hidden and assigned records show correctly. If changes do not appear, they should sign out and back in.
Fixing incorrect access
Too little access
- Find out which task they are trying to do.
- Identify the exact feature or action needed.
- Switch on only that permission, save, and ask them to check.
Too much access
- Review their responsibilities.
- Remove unnecessary permissions and turn on Only Assigned Data if suitable.
- Save and confirm sensitive information is no longer visible.
Common issues
- Cannot see a feature: switch on that feature's permission.
- Sees too much: reduce permissions or turn on Only Assigned Data.
- Changes not showing: save, then sign out and back in.
- Can view but not edit: check the action-level permissions for that feature.
- Cannot see an assigned record: check it is assigned to the right person.
- A permission is missing: the feature may not be on your plan or setup.
When to review permissions
When someone joins, changes role or team, starts handling sensitive customer or financial data, no longer needs a feature, leaves, or when a security concern is reported. Regular reviews stop old or unnecessary access building up.
Good practice
- One login per person, and never share passwords.
- Give only the access each person needs; avoid Admin for convenience.
- Use Only Assigned Data when full database access is not needed.
- Test access after big changes, and remove leavers promptly.
- Keep at least one trusted administrator with user management access.
Frequently asked questions
Should every manager be an Admin?
No. Only people who need broad control of the account, its users and settings.
Can two Users have different permissions?
Yes. Permissions are set per person.
Why can a User see a feature but not do something in it?
They may have view permission but not create, edit, delete, export or configure. Check the detailed permissions for that feature.
What should I do when someone leaves?
Remove or deactivate their access promptly and decide who takes over their contacts, conversations, opportunities and tasks.
Related guides
Need help?
Click the help button in the bottom right corner of your Ignite Funnels account to search more guides or chat with our support team.
