Role Permissions in Shape
Team Management
Learn how teams work in Shape and how users collaborate across roles.
Role Permissions in Shape
This video explains how role permissions work in Shape and how admins can control what users are allowed to see, access, and change across the system. While user roles define baseline access, role permissions give you the flexibility to fine-tune that access so it matches how your business actually operates.
Understanding User Roles
Every user in Shape is assigned a role. Roles determine the default level of access someone has to records, features, and settings.
Common roles include:
- Admin
- Director
- Manager
- User
- Member User
- Partner User
- Portal User
Admins have full access to everything in the system. Best practice is to limit this role to one or two people to avoid accidental changes to critical configuration.
Why Role Permissions Exist
Although Shape includes default permissions for each role, no two organizations run the same way. Role permissions allow you to customize access so users only see and use what they actually need.
This helps:
- Reduce accidental changes
- Improve security
- Keep workflows clean
- Maintain clear ownership of system settings
Role permissions are where standard roles become tailored to your business.
Navigating the Role Permissions Page
Role permissions are organized into sections that control different parts of the platform. Each permission includes a checkbox for every role.
If a box is checked, that role has access. If unchecked, they do not. Admin permissions are locked to ensure at least one role always has full system access.
Dashboard and Product Access
Dashboard permissions control what users see when they log in, such as activity views or performance data. Product access determines which Shape tools a role can use, including AI calling, marketing features, or other licensed functionality. This ensures users only access tools that are relevant to their workflow.
User Profile Permissions
User profile permissions control what users can change within their own profile.
This includes:
- Booking links
- Custom profile fields
- Contact information
- Notification preferences
- Phone and calling settings
- Integration credentials
This is useful when users should manage some personal details but not sensitive configuration.
Feature Authorization
Feature authorization controls what users can actively do inside the platform.
Examples include:
- Call monitoring
- Shared inbox access
- Lead acceptance toggles
- Calling availability
- Bulk record actions
This allows you to restrict powerful actions without changing someone’s role entirely.
Global Settings Page Access
Global settings permissions determine which settings pages a role can access. Admins can see everything, while directors often see most settings. Managers and users typically have limited or no access to global configuration pages. Restricting this access reduces risk and keeps system ownership clearly defined.
Saving Changes and Applying Updates
When adjusting permissions, always click Save Permissions at the bottom of the page. Most changes apply immediately, but some require the user to log out and log back in. If a user still sees outdated access, refreshing their session usually resolves it.
Verifying Permissions with Login As User
Admins can verify permissions by logging in as another user. From Manage Users, select a user and choose Log In to see exactly what that role can access. When finished, you can switch back to your own login without interruption. This is the fastest way to validate changes before rolling them out.
Why This Video Matters
Role permissions control how secure, scalable, and organized your system remains as your team grows. When configured intentionally, they ensure the right people can access the right tools without unnecessary exposure.
They help you:
- Protect system integrity
- Reduce user confusion
- Improve security
- Scale confidently without chaos
Role permissions turn access control into a strategic advantage instead of a limitation.
