What are Roles?

Roles enable you to set up an organization-wide hierarchy. Users at a higher hierarchy can view, edit, and report on all data owned by or shared with users below them in the hierarchy, unless Group Rights specify otherwise. This ensures that managers can view and edit the same records as their employees. A user can only belong to one role.

Role Hierarchy Tree

In this example, let’s imagine all the below users belong to one group with the Module Permissions of the group all set to ‘Not Set – Ad-hoc / Owner’:

Executive: Jason and Sally are able to view their individual records, as well as the records of Sam, Katie, Jill, Jim, John, and Mary.

Manager – East: Katie and Jill are able to view their individual records, as well as the records of Jim and John.

Manager – West: Sam can view his own records, as well records for Mary.

Associate: Jim and John can only view their own records.

Assistant: Mary can only view her own records.

To create a new role:

  1. Click on the Admin link.
  2. Go to Roles.
  3. From the Roles menu, select Create Role.
  4. Enter the Role name, populate a Parent role (if applicable) and click Save.

To add a user to a role:

  1. Click on the Admin link.
  2. Go to Users.
  3. Click on the User you wish to add and click Edit.
  4. Populate the Role field and click Save.

Leave a Comment

  • Travis Farrar

    Can it be setup so Kate and Jill see each other’s records?

    • Ray Stoeckicht

      Yes, you could create a Group called “Kate & Jill Team” and put them both in that Group. That would allow them to see each others records

  • sooptoo | CRM

    Is this explanation of roles still valid for version 1.5? When I test it, Zurmo seems to ignore the roles.

    • Ray Stoeckicht

      Yes, 1.5 still keeps the same roles functionality. 2.0 is the same too.

  • Tyson Lloyd Thwaites

    In my industry, staff will very often have multiple roles as part of their job. When will Zurmo allow users to have multiple roles? Jill Smith may be an associate in the East division, but she is also a manager of the XYZ department, chair of the ABC committee, and a read-only junior member of the ZZZ research department. One role is too simplistic in the real world.

    • Ray Stoeckicht

      It comes down to a combination of Roles and Groups. I have not seen a use case that cannot be covered with Roles, Groups, and ad hoc Groups.

      • http://www.ilovepassion.net kat

        In comparison to real life, Ultimately each of us a has a specific, universal, fixed-point for our level of “security clearance.” That is your role. Your group is what project(s) or teams you are on. You might play softball with the boss, but he’s still the guy who can fire you.

        I guess I would say, if a person could actually fire you at work, they are above you on the roles heirarchy. If they simply know you are fired before you do (all people gossip), they could be in any role, but also in your same group.

        The PR problem with this kind of a system, is that sometimes it is not politically savvy to promote someone in an official way, such as on the computer system that everybody uses, even though you still want them in the loop. In this situation, designate a real life person to manually e-mail the newly promoted, or create a new group that includes an entire role, plus this one person.

        These are just a few real life examples and how I believe they translate to the Zurmo Universe. Of course the “Art” to using CRM is deciding how to connect real life situations to the available choices on the computer.

  • Andreas Bøe Sollund

    I am not able to share any contact info. I have created a role, added several users to it, and selected “Everyone” to be able to read. However, none of the users can access any account or contact that is not owned by themselves.

    • Krishna Mohan B V

      Hi Andreas, Were you able to find a fix for this. I am facing the same issue. I have created a role and added users to it and nothing seems to have taken effect.

      • Ping La

        Hi, we didnt find a fix and decided to choose another CRM. Not only because of that, of course :)
        Sorry for not being able to help.

  • http://afscconsulting.com Scott Hope

    So maybe I am missing something but I dont see how to define rights and permissions for the Roles I just created.

    • Larry Pool

      I can’t find any documentation on defining/modifying rights and permissions.

    • Larry Pool

      I did find you can modify rights and permissions at the group level.

  • Ramoo Srivastava

    Hello Experts,

    I want to know, can i create a Group of members like packages (1-5 nad 6-10 users etc.) ? if yes please guide or let me know another solutions for that


  • toncuz

    Hi…I’m seeking to set up the following for a Zurmo website open to the public…

    How is the best way to do this?

    Ten different cities…




    Each city to have eight language groups…


    Each language group to have three levels…


    Each group to have their own creator, organizer, assistant organizer and calendar with reminders for meet-up dates and locations.

    End user who joins advanced group must pay fee or dues with payment gate before they can register.

    Ability to clone template “city” if necessary for new city groups.