📌 Add Role-Based Permissions + Team Management for Marketing Teams in Sub-Accounts | Voters

📌 Add Role-Based Permissions + Team Management for Marketing Teams in Sub-Accounts

Daniel Fundi Ndaya

GoHighLevel currently handles user permissions individually within each sub-account — with Admin and User types, and manual permission toggles. As marketing agencies, multi-client setups, and education businesses with internal marketing teams grow, this gets tedious, prone to human error, and limits scalability.
We need a smarter, team-oriented permission system.
🎯 Feature Request: Marketing Teams + Roles System
📌 Roles
Predefined permission profiles like:
Marketing Admin
Marketing Manager
Campaign Specialist
Content Creator
Ads Manager
Each Role would define:
What areas they can access (CRM, Conversations, Opportunities, Campaigns, Ads, Reporting, etc.)
What actions they can take (View, Create, Edit, Delete)
What records they can access (All, Owned, or Team-based)
📌 Marketing Teams
Groups of users organized by team responsibilities and roles.
Example:
“Facebook Ads Team” → 3 users with the Ads Manager role
“Lead Nurturing Team” → 2 users with the Campaign Specialist role
“Marketing Managers” → oversight across all teams
Teams can be assigned to:
Pipelines
Ad Accounts
Campaign Projects
Automations
Opportunities
Dashboards
Leads and opportunities should be assignable to Marketing Teams as well as individual users.
✅ Why This Matters
🚀 Faster onboarding: Assign a role, drop them into a team
📊 Easier scaling: Manage permissions by role or team, not one by one
🏢 Multi-client and agency ready: Control who works on what without risking account-wide access
📈 Cleaner reporting: Track both individual and team marketing performance
🔒 Better security: Consistent, reliable permission structures, reducing errors and overexposure
📊 Comparison to Current System:
Current GHL
User-level manual permissions
No teams, only individual users
Lead/campaign assignment to individuals only
User-based reporting only
VS
Proposed System
Role-based permissions with inheritance
Group users into Marketing Teams (e.g. Ads Team, Nurturing Team)
Assign leads, opportunities, and campaigns to Teams
Individual + Team-based performance reporting

April 18, 2025

Esteban Méndez

Just to complement:

🎯 The Current ProblemUser management in GHL sub-accounts is flat. Assignment actions in Workflows are restricted to individual users (Assign to User).This causes three main issues:Reusability Breakdown: Workflows become user-specific. Installing a Snapshot in a new sub-account requires manual editing of all assignment steps, hindering "plug-and-play" capability.Difficult Maintenance: If an employee changes roles or leaves, an admin must manually edit all Workflows where that user was assigned.Lack of Scalability: Assignments cannot dynamically target an entire team structure (e.g., "all Sales Agents").✨ Proposed Solution: Dynamic Role-Based AssignmentWe propose implementing Custom User Roles (Departments) and integrating them as a dynamic assignment target within Workflows.1. Custom Role ImplementationAllow administrators to define Custom Roles (e.g., "Head of Operations," "Tier 1 Support," "Sales Team").Enable assignment of multiple users to a single role and define a Fallback User.2. Workflow Action UpdateUpdate the Assign to User action (or introduce Assign by Role) to include the following dynamic options:Assign to Specific Role: (e.g., Assign to Role: 'Tier 1 Support').Assignment Logic: Distribute tasks using a round-robin method among all users assigned to that role.Assign/Notify Multiple Users/Roles: (e.g., Notify Role: 'Head of Operations').Assign by Hierarchical Relationship: (e.g., Assign to: 'Sub-Account Owner').🏆 Key BenefitsCategoryDetailed BenefitReusability & SnapshotsTrue Scalability: Workflows are not user-specific. Steps like Assign to Role: 'Onboarding Agent' work instantly in any new sub-account.Simplified MaintenanceCentralized Management: Change a user's role once, instead of editing hundreds of Workflows.Enhanced Reporting & AnalyticsRole-Based Insight: Allows for superior reporting on performance metrics comparing different teams or departments (e.g., Average time to close a lead by department).EfficiencyBetter Workload Distribution: Automatic, load-balanced assignments (round-robin) to all team members within a department.