How to create and manage custom user roles

EngageRocket allows you to create custom user roles with exactly the permissions you choose. This is useful when the default roles do not match the access requirements of certain team members, for example, an HR business partner who needs to view the employee list but should not be able to manage surveys.

💡 Before you begin: Custom roles always start with zero permissions enabled. Once you create a role, you will need to manually select every permission you want to grant. Nothing is turned on by default.

Creating a new custom role

1. Navigate to Entity Permissions from the top navigation bar.
2. Click on the 'Entity & Employee Permissions' tab.
3. Click 'Create new role'.
4. Enter a unique name for the new role — up to 60 characters. Choose a name that clearly describes its purpose, such as 'HR Viewer' or 'Survey Manager'. This name will appear in the role assignment list, so make it easy to recognise.
5. Click 'Create user role'. The role is created with no permissions enabled.
6. Find the new role in the permissions list and click 'Edit Permission'.
7. Tick the checkboxes for the specific permissions you want to grant to this role.
8. Click 'Save Changes'. The permissions are applied immediately to all users currently assigned this role.

Assigning a custom role to a user

1. Go to the Entity Users tab.
2. Find the user you want to assign the role to and select the checkbox next to their name.
3. Click 'Re-assign user roles'.
4. Select the custom role you created and click 'Re-assign User Role'. The change takes effect immediately.

Updating permissions for an existing role

If you need to change what a role can access, go to the Entity & Employee Permissions tab, find the role, and click 'Edit Permission'. Update the checkboxes and click 'Save Changes'. The updated permissions apply immediately to every user currently assigned that role.

💡 Good to know: Updating a role's permissions affects all users assigned to that role at once. If you need to give one specific user different access, create a separate role for them rather than editing the shared role.

Something not working?

• A user with my custom role cannot see a feature I expected them to access — Custom roles start with no permissions. Go to the role's permission settings and check that the specific permission for that feature is enabled.
• I need to rename a role — Role names cannot be edited after creation. Delete the incorrectly named role — first re-assign any users to a different role — and create a new one with the correct name.
• I updated a role's permissions but one user's access did not change — Check if that user has been assigned multiple roles. If another role they hold grants conflicting permissions, the highest permission level will apply. Review all roles assigned to the user.

Still Need Help?

If you are having trouble creating or configuring custom roles, Reach out to us at support@engagerocket.co and we'll be happy to assist!