SalesSheet.ai uses a role-based access system to give you control over what each team member can see and do within your workspace. Whether you need full admin access for managers, standard editing for reps, or read-only views for executives, the roles and permissions system keeps your data secure while enabling collaboration. This guide explains the three default roles, how to assign them, and how to configure custom permissions for more granular control.
Before You Start
- You must have an Admin role to manage roles and permissions
- Team members must already be invited and have accepted their invitations
- Custom permissions are available on the Pro plan and above
- Familiarity with your team structure and who needs access to what
Access Roles Settings
Navigate to Settings > Team > Roles & Permissions from your SalesSheet.ai dashboard. This page shows a list of all team members along with their currently assigned roles, and provides controls for changing roles and configuring permissions.
At the top of the page, you will see a summary of how many Admins, Members, and Viewers are in your workspace, along with the total seats used out of your plan limit. Below that is the full team roster with search and filter options to quickly find specific people.
Understand the Default Roles
SalesSheet.ai includes three built-in roles that cover the most common team structures. Each role has a predefined set of permissions that determines what actions a user can perform.
Admin: Full access to every feature in the workspace. Admins can manage team members, change roles, access billing and subscription settings, configure integrations, delete contacts and deals, and export data. Admins can also see all contacts and deals across the workspace regardless of ownership. The person who created the workspace is automatically assigned the Admin role.
Member: Standard access for day-to-day sales work. Members can create, edit, and delete their own contacts, deals, and emails. They can view shared contacts and deals in the pipeline, use the AI chat assistant, and participate in the team activity feed. Members cannot access billing, manage other users, or change workspace settings.
Viewer: Read-only access to workspace data. Viewers can browse contacts, deals, pipeline views, and reports but cannot create, edit, or delete any records. This role is designed for stakeholders, executives, or anyone who needs visibility into sales progress without making changes.
Assign Roles to Team Members
To change a team member's role, find their name in the team roster on the Roles & Permissions page. Click the role dropdown next to their name and select the new role from the list. The change takes effect immediately.
When you change someone's role, they will receive a notification about the update. If you are downgrading someone from Admin to Member, they will lose access to billing and team management features right away. Any pages they had open from those sections will redirect them to the dashboard.
You can also assign roles in bulk by selecting multiple team members using the checkboxes and then choosing a role from the bulk actions menu at the top of the list. This is useful when onboarding a large group of new hires.
Configure Custom Permissions
For teams that need more granular control, SalesSheet.ai offers custom permissions on the Pro plan and above. Custom permissions let you create modified versions of the default roles with specific capabilities added or removed.
To create a custom permission set, click Create Custom Role at the top of the Roles & Permissions page. Give the custom role a name (for example, "Senior Rep" or "Sales Lead") and start with one of the default roles as a base. Then toggle individual permissions on or off.
Available permission categories include: Contacts (create, edit, delete, export), Deals (create, edit, delete, change stage), Email (send, schedule, bulk send), Reports (view, export, create custom), AI Features (chat, summaries, suggestions), and Settings (workspace, integrations, team).
Once you have configured the custom role, click Save and it will appear in the role dropdown alongside the default roles. You can assign it to any team member just like a standard role.
Review the Permissions Matrix
To see a complete breakdown of what each role can and cannot do, click the View Permissions Matrix link at the bottom of the Roles & Permissions page. This opens a detailed table listing every permission category and whether it is enabled or disabled for each role.
The matrix is organized by feature area: Contacts, Deals, Email, Pipeline, Reports, AI Assistant, Integrations, and Settings. Each row represents a specific action (such as "Create contacts" or "Export reports"), and columns show whether that action is allowed for Admin, Member, Viewer, and any custom roles you have created.
You can print or export this matrix as a PDF to share with your team or keep on file for compliance purposes. The matrix updates automatically whenever you modify a custom role, so it always reflects the current state of your permissions configuration.
Pro Tip: Keep Admin Count Low
For security and data integrity, we recommend limiting the number of Admins in your workspace to two or three people. This reduces the risk of accidental changes to billing, integrations, or team settings. Most team members should have the Member role, which gives them everything they need for daily sales activities.
Important: You Cannot Remove the Last Admin
Every workspace must have at least one Admin. If you attempt to change the last remaining Admin to a Member or Viewer role, you will see an error message. To step down from Admin, first assign the Admin role to another team member, then change your own role.
What to Expect After Configuring Roles
Once you have assigned the correct roles to each team member, the workspace will enforce those permissions automatically:
- Members will see only the features and data their role allows
- Navigation menus and buttons adjust to hide unauthorized actions
- Attempts to access restricted areas redirect to the dashboard with a message
- Role changes take effect immediately across all active sessions
- Custom roles can be edited at any time and changes propagate to all assigned users
You can review and audit role assignments at any time from the Roles & Permissions page. The activity log also records all role changes so you have a full history of who changed what and when.
Troubleshooting
A team member cannot access a feature they need
Check their current role on the Roles & Permissions page. If their role does not include the needed permission, either upgrade their role or create a custom role that includes the specific capability they require. Remember that Viewer roles are read-only and cannot create or edit any records.
I cannot see the Roles & Permissions page
Only Admins can access the Roles & Permissions settings. If you need to change roles and do not have Admin access, ask an existing Admin in your workspace to either make the change for you or upgrade your role. You can see who the Admins are by asking any team member or checking with your manager.
Custom permissions option is not available
Custom permissions are a feature of the Pro plan and above. If you are on the Free or Starter plan, you will only have access to the three default roles. Upgrade your plan in Settings > Billing to unlock custom permissions and other advanced team management features.
Role changes are not taking effect
Role changes should be instant, but in rare cases the affected user may need to refresh their browser or log out and back in. If the issue persists after a refresh, clear the browser cache and try again. If the problem continues, contact support at andres@salessheets.ai for assistance.