Define Custom Roles for Organization
Create custom job roles and titles that match your organization's structure. Define roles that are used when assigning people to projects, setting access levels, and generating organizational reports.
This guide is designed for system-admin.
Steps
Step 1: Navigate to Custom Roles
From Organization Settings, click Custom Roles in the left menu. This shows all custom roles defined for your organization. These roles are available in all projects for assigning to people and teams.
Custom roles are organization-wide and appear in all projects automatically.
Step 2: Understand role hierarchy
Roles can be organized in a hierarchy: Executive (CEO, CFO), Management (Project Manager, Director), Professional (Engineer, Architect), Support (Safety Officer, HR), and Trade (Electrician, Carpenter). Hierarchy helps organize reporting and responsibility.
Hierarchy is optional but helps organize roles in documentation.
Step 3: Create a new role
Click Create Role. Enter the role name (e.g., "Site Manager", "Quality Inspector", "Safety Officer"), select the role category (if using hierarchy), and provide a description of responsibilities. Role names must be unique.
Use clear, specific role names that match your industry and organization.
Step 4: Define role permissions
Assign permissions to the role: Can view documents, Can edit tasks, Can approve documents, Can generate reports, Can manage people, Can access financial data, etc. These permissions apply when the role is assigned to a person.
Permissions should match the typical responsibilities of people in this role.
Step 5: Set access level
Choose the default access level for this role: Viewer (read-only), Editor (can modify items), Manager (can review and approve), or Admin (full access). When someone is assigned this role, they get this access level by default.
Access level can be overridden on a per-person basis if needed.
Step 6: Assign responsibilities
Optionally document typical responsibilities for this role: "Manage site personnel", "Approve daily reports", "Track budget", etc. These appear in generated organizational documents and help clarify role expectations.
Responsibilities are informational and appear in org charts and governance documents.
Step 7: Create role variations
Some roles may have variations (e.g., "Structural Engineer" vs "MEP Engineer"). Create separate roles for each variation or use a single role with optional specialization fields. Consider your reporting and access control needs.
More specific roles = more detailed reports, but more roles to manage.
Step 8: Link to custom fields
Optionally link custom fields to roles. For example, the "Project Manager" role might require "Budget Authority" and "Approval Level" fields. Fields can be role-specific, appearing in forms only when that role is assigned.
Role-specific fields help capture role-relevant data automatically.
Step 9: Enable role in projects
Once created, roles are available in all projects. Project admins can choose to use or hide specific roles on a per-project basis. Roles appear when assigning people to projects or generating org charts.
All organization roles are available; projects just filter which ones to use.
Step 10: Use roles for reporting
When generating organizational charts, stakeholder reports, and governance documents, roles are automatically used to structure the organization. Filter reports by role to create focused documents (e.g., "All Engineers" report).
The more detailed your roles, the more granular your reports can be.
Video Tutorial
Last updated: 2025-12-08