Please, Please, Please More User Roles and Granualr Permissions
R
Rory Nicholls
Currently, we are only allowed just two main user roles—Admin and User. In our business model, we have sales reps who manage sensitive, high-net-worth clients. Some workw exclusively with these clients, and we need to ensure that only he and the admins can view and manage those particular contacts.
On the other hand, we also have a broader group of salespeople who handle general incoming leads. These leads go into a user we created called "house account" and then i have an automation that assigns new contacts to that user. In that same automation, i add all the sales staff as contact followers so they can still be assigned tasks and see acitivy. While this workaround helps us, it also leads to intermittent issues and additional complexity.
For instance, we recently had a scenario where a contact assigned to the house account had a task created that was assigned to a sales person (different user), but due to permission limitations, when the salesperson with the assigned task viewed his tasks screen from the contacts module, the associated contact field wasn’t visible to that rep. So there was no actionable way to conduct that task. Somehow that was eventually resolved on its own. Currently, contact followers cant see "house account" conversations, which created a big problem with one of our clients. It highlighted how fragile these workarounds can be. In other words, we’re relying on automations to manage workflows that would be much simpler if we had more nuanced user role permissions built into the platform.
We are also sensitive to protecting a certain salesperson's contacts and have had staff in the past reassign contact ownership to themselves. Assigning the sales staff as followers allows them to see the contact, but not change the ownership, which currently works as a solution, but it is creating all the problems that i mentioned above.
We believe that adding more granular permission controls, or allowing subaccounts to create their own user roles with more options for permissions with contact would benefit many businesses like ours. It would reduce the need for these complex workarounds and ensure a smoother experience.
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K
Keith Besherse
S
Sales & Marketing
Merged in a post:
Manager Role (in addition to "user" and "admin)
C
Chase Attaway - Admin
It would be great to have a user role called something like "manager" or give an admin the ability to assign specific users to a specific user to oversee them.
Ex: Company owner wants to have a Manager oversee specific users (maybe a different area, or there's a manager for specific roles, etc) and an admin can assign a user or a "manager" specific users to oversee.
S
Sales & Marketing
Merged in a post:
Ability to add heirarchy
A
Adam Wheeler
Need to be able to create teams with managers, where the manager can only see his or her teams data and leads.
S
Sales & Marketing
Merged in a post:
📌 Add Role-Based Permissions + Team Management for Marketing Teams in Sub-Accounts
D
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
S
Sales & Marketing
Merged in a post:
More Flexible User Permission Options
W
WILLINTON CHACON
Hi, I would like to request more flexibility when it comes to user permissions. Currently, there are only two roles available: “Admin” and “User,” and only two permission levels: “Only Assigned Data” and “All Records.”
It would be very helpful to have more conditional or customizable permissions. For example, I’d like to allow a user to view another specific user’s contacts without giving them full admin access. Right now, if a user has the “Only Assigned Data” setting, they can only see their own assigned contacts. The only way to see another user’s contacts is by making them an Admin, which is not ideal in this case.
I simply want this user to collaborate with a teammate and be able to see the contacts assigned to that specific user—without having access to everything like an Admin would.
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S
Sales & Marketing
Merged in a post:
teams
N
Nik Homesin
we really need to make an option to have managers in the system where they can see multiple peoples pipelines etc that are under the sub account. so if a manager has 10 guys on his team he sees those 10 guys pipeline calendars etc but not the rest of the sub account
Chase Buckner
Merged in a post:
Feature Request: Manager–Team Hierarchy & Lead Visibility Control
T
Tariq Zafar
We are facing a major limitation while using GoHighLevel for our financing company.
Our business follows a clear hierarchy structure:
- One Admin
- Multiple Managers
- Multiple Users under each Manager
Currently, GoHighLevel does not support a true hierarchy system at the sub-account level. What we need is a way to assign users to managers during onboarding, so that each manager can view and manage only the leads and opportunities of their own team, not those of other managers.
At the moment:
- If managers are given Admin access, they can see all contacts and opportunities, including those belonging to other managers’ teams.
- If managers are added as Users (or Followers), they cannot properly filter opportunities in the Opportunities tab and are unable to view their team’s data in a structured way.
- There is no native option for a manager to filter or manage opportunities by their assigned users only.
Requested functionality:
- Ability to assign users to a specific manager.
- Managers should only see contacts, conversations, and opportunities belonging to their assigned team.
- Managers should be able to filter opportunities by their team members.
- Admins should retain full visibility across all managers and teams.
This type of hierarchy and visibility control is essential for companies with structured teams like financing, sales, or call-center–based businesses.
Implementing this would significantly improve workflow control, data privacy, and scalability for growing organizations.
E
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.
F
Farhad Moradi
I agree. We need to be able to create sales agents under sub-accounts to ONLY manage their contacts and opportunities with no access to other pages.
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