Roles & permissions
Three default roles cover most dealerships. Custom roles, per-field, and per-channel rules cover everything else.
Permissions in Autopilot have three layers, applied in this order:
- The role (Owner, Manager, Salesperson, or a custom role you've created).
- Per-field overrides — hide specific deal fields from specific roles.
- Per-sales-channel exclusions — restrict who sees which channels.
The combined result is what each user sees and can do.
The three default roles
| Owner | Manager | Salesperson | |
|---|---|---|---|
| Write own deals | ✔ | ✔ | ✔ |
| Edit own deals | ✔ | ✔ | ✔ |
| Edit others' deals | ✔ | ✔ | — |
| See others' deals | ✔ | ✔ | — (configurable) |
| See financial fields | ✔ | ✔ | — (configurable) |
| Approve deals | ✔ | ✔ | — |
| Set targets | ✔ | ✔ | — (configurable) |
| Invite team | ✔ | ✔ | — |
| Change settings | ✔ | ✔ | — |
| Manage permissions | ✔ | — | — |
| Manage billing | ✔ | — | — |
There's exactly one Owner per dealership. You can transfer ownership in Settings → Dealership → Transfer ownership, but only the current Owner can do this.
Custom roles
If your team has a position the three defaults don't fit — Finance Manager, Sales Coordinator, Stock Controller, BDC Agent — create a custom role.
Settings → Permissions → New role.
Clone an existing role as a starting point, rename it, then toggle individual permissions:
- Edit — full control of the feature.
- View — read-only.
- Hidden — feature doesn't appear at all.
Permissions are grouped by feature area: Deals, Targets, Leaderboard, Reports, Settings, Team, Stock, etc. Each area has 5–15 individual permissions you can toggle.
Per-field permissions
Beyond the role itself, you can hide specific deal fields from specific roles. The most common use:
- Hide cost price, gross profit, and margin from salespeople by default — they see sale price but not what the dealership paid.
Settings → Permissions → Per-field.
Pick the role, pick the field, pick the level (Edit / View / Hidden). The setting applies everywhere that field appears — sales log columns, deal detail page, exports, reports.
Sales channel exclusions
Even within a role, you can restrict who sees which sales channels.
Settings → Team → click a member → Sales channels.
Tick the channels they're excluded from. Their sales log, pipeline, reports, and targets will all hide deals from those channels.
Useful for:
- A used-car salesperson who shouldn't see new-car finance deals.
- A new-car team that shouldn't see wholesale numbers.
- A finance manager who only handles a specific brand.
How conflicts resolve
The most restrictive rule wins. If your role says "view deals", a per-field override says "hide cost price", and a channel exclusion says "no New Cars deals", you see: every deal except New Cars, with cost price hidden.
Owners are always full-access
Owner role short-circuits all permission checks. We do this on purpose — there has to be at least one person who can never lock themselves out. If you accidentally configure a permission that breaks something, the Owner can always fix it.
Auditing
Permission changes appear in the audit log (visible to Owners). You can see who granted what, when. Useful for "who turned off the cost-price column for that new salesperson last week?".