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Roles

Hi Nina! This page is where you decide what different admins are allowed to do.

What this is

A role is a named bundle of permissions — a list of things a person is allowed to see and edit in the CMS. Instead of setting permissions for each person one by one, you set them once on a role, then give that role to people on the Users page. Everyone with the same role can do the same things.

Each person is assigned exactly one role.

The Roles page shows every role you have, with a short description, how many permissions each one grants, and how many people currently have it.

What a permission is

A permission is a single "you may do this" switch — for example, being allowed to open a particular section of the CMS and make changes there. When you build a role, you tick the permissions it should include. The permissions are grouped into sections to make them easier to find.

System roles and the Admin role

Some roles are built-in (marked with a small system label). You can adjust a system role's permissions, but its name is locked so it can't be renamed, and it can't be deleted.

The Admin role is special: it's read-only and always grants every permission, including any new ones added in future updates. You can't edit or untick anything on it.

How to open it

  1. Sign in to the CMS admin.
  2. In the menu, click Roles.
  3. You'll see the list of roles, with a New role button in the top corner.

What you can do here

Read the roles list

Each row shows the role's Name, its Description, the number of Permissions it grants (the Admin role simply shows all), and the Users count — how many people currently have that role.

Create a new role

  1. Click New role in the top corner.
  2. Type a Name (required) — something clear, like Warehouse or Accounting.
  3. Optionally type a Description so colleagues understand what the role is for.
  4. Tick the permissions this role should grant (see below).
  5. Click Create role. You're taken back to the Roles list, where the new role now appears.

Tick the permissions

The permissions are shown as tick-boxes grouped into sections:

  1. Find the section you want, for example a group of related permissions.
  2. Tick each permission you want to include. A ticked box turns highlighted.
  3. To include a whole section at once, use the Select all box at the top-right of that section. Tick it to select everything in the group, or untick it to clear the whole group.
  4. When you've ticked everything you want, click Create role (or Save, if you're editing).

Edit an existing role

  1. In the Roles list, click Edit on the role's row.
  2. Change the name, description, or ticked permissions.
  3. Click Save.

For a system role the name box is locked, but you can still change its permissions. For the Admin role everything is locked, because it always has every permission.

Delete a role

  1. Click Edit on the role.
  2. If the role can be deleted, you'll see a Delete role link at the bottom-left. (System roles don't have this — they can't be deleted.)
  3. Click it, then confirm in the pop-up.

Move people first

Because each person must have a role, move anyone off a role before you delete it. Check the Users count on the Roles list — if it's not zero, reassign those people on the Users page first.

Every field explained

What you see What it means
Name The role's name, shown on the Users page dropdown. Required. Locked for system roles.
system label Marks a built-in role. Its name is locked and it can't be deleted.
Description A short note explaining what the role is for. Optional.
Permissions (list) The count of permissions the role grants. The Admin role shows all.
Users (list) How many people currently have this role.
Permission tick-box One "may do this" switch. Ticked (highlighted) means the role grants it.
Select all Ticks or unticks every permission in that one section at once.
Edit Opens the role so you can change it.
Delete role Removes the role. Only shown for roles that are allowed to be deleted.

Common mistakes

Watch out for these

  • Deleting a role people still use. Each person needs a role. Reassign everyone off a role (check its Users count) before deleting it.
  • Trying to rename a system role. The name box is locked on built-in roles. You can still change its permissions.
  • Expecting to edit the Admin role. Admin is read-only and always has every permission — there's nothing to tick or untick there.
  • Forgetting to save. Ticking permissions doesn't save on its own. Click Create role or Save to apply your changes.
  • Giving more than one role. There's no way to stack roles — each person has exactly one. If someone needs a mix of abilities, create a role that covers them.

Still stuck?

We're happy to help. Email developers@kavelsoftware.se and we'll walk you through it.