Creating custom roles

The three defaults (Owner / Manager / Salesperson) work for ~80% of dealerships, but real org charts are messier. Custom roles let you build a permission profile for any specific position.

How to create one

Settings → Permissions → New role.

1. Name it — "Finance Manager", "BDC Agent", "Stock Controller", whatever.
2. Clone an existing role — pick one as a starting point. Most custom roles start from Manager or Salesperson and adjust from there.
3. Toggle individual permissions — each feature area has its own block.
4. Save.

The new role appears in the dropdown when you invite a member or change someone's role.

Common custom roles and how to set them up

Finance Manager

A senior person who handles all finance approvals, sees full financials, but doesn't write deals or manage the team.

Clone from Manager. Then:

• Turn off Team management (they don't invite people).
• Turn off Settings access (they don't change configuration).
• Turn off Approval — sales (they don't approve sales-side; only finance approval).
• Leave everything else as Manager.

BDC Agent

Front-of-house lead handler. Logs walk-ins and phone leads as deals, hands them off, doesn't see financials.

Clone from Salesperson. Then:

• Turn on See all deals (they need to know what the team is working on).
• Turn off See own financials (they're not in the GP conversation).
• Turn off Set own targets (their targets are lead-volume, not deals — measured separately).

Stock Controller

Handles incoming orders, doesn't write deals, doesn't see customer financials.

Clone from Salesperson. Then:

• Turn off Write deals entirely.
• Turn on Stock — full edit.
• Turn off See deals (they only need stock data).

Read-only Reporting User

A part-time accountant or external advisor who just needs to pull numbers.

Clone from Manager. Then:

• Set every permission to View (no edit).
• Turn on Reports — view + export.
• Turn off Approval, Team, Settings entirely.

Editing a custom role

Click the role in the role list. The same toggles you used to create it are editable. Save changes — they apply to every member who has that role next time they refresh.

Deleting a custom role

You can only delete a role if no member is currently assigned to it. Reassign anyone first, then delete.

When you delete a custom role, it's gone — no soft-delete. Members who had that role need a new one assigned (they get a default of Salesperson if you forget).

Per-member overrides on top

Custom roles set the baseline. You can still apply per-field permissions and sales channel exclusions on top of any role — built-in or custom.

How many custom roles can you have?

No technical cap, but our advice is: not many. If you're at 8+ custom roles, the matrix becomes hard to reason about. Consolidate where you can — most dealerships need 2–3 custom roles max on top of the defaults.