Managing Roles

This guide covers how to edit existing roles, manage their status, and delete roles when no longer needed.

Editing Roles

Editing Custom Roles

Custom roles can be fully modified.

Editing Predefined Roles

Predefined roles have limited editing capabilities:

Permission Changes

When modifying permissions on a custom role:

Adding Permissions:

• Users with the role immediately gain new access
• No action required from users

Removing Permissions:

• Users with the role immediately lose access
• In-progress actions may fail if permission is revoked mid-operation

Managing Role Status

Active vs Inactive

Deactivating a Role

What Happens When Deactivated

• Existing assignments preserved: Users already assigned keep their role and permissions
• No new assignments: Role won't appear when assigning roles to new users
• Role still visible: Role appears in the roles list (filterable by status)

Reactivating a Role

To reactivate:

1. Open the inactive role
2. Set Status to Active
3. Save changes

The role becomes available for assignment again.

Deleting Roles

Prerequisites for Deletion

A role can only be deleted if:

Deleting a Role

Deletion Errors

"Cannot delete role: X users are currently assigned"

This error appears when users still have the role:

1. Note the number of users mentioned
2. Go to Users and find them
3. Reassign to different roles
4. Retry deletion

"Predefined roles cannot be deleted"

Predefined roles (MEMBER, MANAGER, ADMIN) cannot be deleted:

• They are permanent fixtures of the company
• Consider deactivating if you want to hide them (not possible for predefined)

Soft Delete Behavior

Deleted roles are soft-deleted:

• Data is not permanently removed immediately
• Role code becomes available for reuse
• If you create a new role with the same code, it restores the old role with new settings

Bulk Operations

Deactivating Multiple Roles

Currently, role status changes must be done individually:

1. Open each role
2. Change status
3. Save

Reassigning Users in Bulk

To efficiently reassign users before deleting a role:

1. Go to Users
2. Filter or search for users with the target role
3. Use bulk selection if available
4. Apply role change to all selected users

Audit and History

Tracking Changes

Role modifications are logged in the system:

Viewing History

Access audit logs through:

• Platform admin audit section (if available)
• Backend database event records

Best Practices

Before Editing

1. Review current assignments: Know who has the role
2. Plan changes: Document what you're changing and why
3. Communicate: Inform users if their access is changing

Before Deleting

1. Verify no users assigned: Check the Users page
2. Consider alternatives: Would deactivating suffice?
3. Document: Record why the role was deleted

Version Control

Maintain a changelog of role modifications:

Regular Audits

Monthly or quarterly:

• Review all custom roles
• Verify permissions are still appropriate
• Remove roles no longer in use
• Update descriptions to reflect current purpose

Troubleshooting

Changes Not Taking Effect

If permission changes don't seem to work:

1. Have the user refresh their browser
2. Check if the role was actually saved (reopen and verify)
3. Ensure the user has the correct role assigned

Cannot Find Role

If a role disappeared:

1. Check the Inactive filter — it might be deactivated
2. Check the Company filter — you might be viewing wrong company
3. It may have been deleted by another admin

Role Code Conflicts

When creating a role with a previously used code:

• System may restore the old role instead of creating new
• Use a different, unique code for genuinely new roles