What are User Roles and Permissions?
User roles and permissions control what each person on your team can see and do inside your Captivation Hub account. Whether you're giving a sales rep limited visibility or granting full admin access to a team lead, roles make sure the right people are working in the right areas.
Each user gets one of two roles — Admin or User — and you can fine-tune their access further using granular permissions and visibility settings like Only Assigned Data. You can also copy a permission setup from one user and apply it to another, which makes onboarding much faster.
How to Set Up Account Roles & Permissions
Follow these steps to configure roles and permissions for a team member in your account.
Step 1 — Go to Settings > My Staff
From inside your account, click Settings and then select My Staff.
Step 2 — Choose a User or Add a New One
Click the Edit (pencil) icon next to an existing team member, or select + Add Employee to create a new profile.
Step 3 — Assign a Role: Admin or User
Click the Roles and Permissions tab on the left. In the Role dropdown, choose:
- Admin: Full access to all modules and settings in the account
- User: Restricted access; granular permissions apply
Step 4 — Enable or Disable Modules
Use the checkboxes to grant or remove access to specific modules like Conversations, Workflows, Calendars, Voice AI, and more.
Step 5 — Set "Only Assigned Data" if Needed
Toggle Only Assigned Data on to limit a user's view to just the leads, opportunities, and records that are directly assigned to them.
Step 6 — Save Your Changes
Click Update or Save to apply the new permission settings.
Restrict Visibility with "Only Assigned Data"
This setting is especially useful for sales teams or anyone who should only see their own work. When Only Assigned Data is turned on, the user will only see:
- Contacts assigned to them
- Opportunities where they are the owner
- Appointments or tasks linked to their name
Example use case: For sales reps, this keeps their pipeline clean and prevents them from accidentally accessing or editing someone else's contacts or conversations.
Assigning Roles & Permissions
User roles set the overall access level, while permissions determine which specific tools and modules are available. A good rule of thumb: grant Admin access only to team leads, trusted employees, or internal managers.
- Admin: Full control over all tools, settings, and data inside the account
- User: Limited access based on permissions; can be restricted to assigned data only
Copy Permissions Between Users
When adding a new team member, you can copy an existing user's permission setup instead of building it from scratch. Here's how:
- Go to Settings > My Staff
- Click the Edit (pencil) icon next to an existing user, or select + Add Employee
- Select the Roles and Permissions tab
- Click the Copy Permissions button in the top right
- Use the Copy Permissions dropdown to choose the user you want to copy from
- Click Copy to apply those settings
Module-Specific Granular Permissions
Beyond the basic Admin/User roles, Captivation Hub offers detailed control over individual modules and their sub-features. This is ideal for larger teams where you need to limit specific actions — like data exports — without restricting the whole module.
Granular permissions are available for the following areas:
- AI Agents
- AI Studio
- Account Settings
- Account Tools
- Automation (includes Workflows)
- Blogs
- Calendars
- Certificates
- Communities
- Contacts
- Conversations
- Forms
- Funnels
- Integrations
- Marketing
- Media (Cap Drive)
- Memberships
- Opportunities
- Payments
- QR Codes
- Quizzes
- Dashboard
- Reputation Management
- Surveys
- User Management
- WordPress
Note on Export Data: This controls who can export dashboard widget data. Restricting it reduces accidental sharing of reporting data.
Frequently Asked Questions
Q: What happens if I disable a module for a user, but it's used in a workflow?
The user won't be able to see or interact with that module directly, but any active workflows will still run normally. Just make sure someone else on the team retains access to manage those automations.
Q: Can I set different permissions for individual calendars?
Yes. Calendar permissions are granular, so you can allow booking access to specific calendars or give someone full management rights without opening up everything else.
Q: Can I bulk-assign permissions across multiple users at once?
Not currently. The Copy Permissions feature works one user at a time, but it's the fastest way to replicate a setup without starting from scratch each time.
Q: What's the difference between an Admin at the account level vs. a higher-level Admin?
An account-level Admin has full control over one specific account — tools, settings, and data within that location. A higher-level Admin would have broader access across multiple accounts or platform settings.
Q: Can a user manage multiple accounts without having top-level admin access?
Yes. You can set up account Admins who manage several accounts without granting them access to top-level platform settings or billing.
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