Permission matrix: what each Leadnote role can do

The permission matrix lists twelve modules and five actions for each role. The Account Owner ticks or unticks a box to allow or block an action for a whole role, and the change is saved at once.

Open Settings and then Roles & Permissions to see it. The Users page has a Roles and Permissions Matrix button that shows the same table in a read-only window, with a link called Edit roles and permissions.

The five actions

Default permissions

The Account Owner has all five actions on every module and this cannot be changed. These are the starting values for the other roles.

"All" means View, Create, Edit, Delete and Export.

Change a role's permissions

1. Open Settings, then Roles & Permissions. You must be signed in as the Account Owner.
2. Choose the tab of the role: Manager, L1 User or L2 User. The Account Owner tab is locked.
3. Tick or untick the box for the module and action. When you only have read access, a filled dot means Allowed and an empty one means Not allowed.
4. A message, Permissions saved, confirms each change.

To undo your changes for one role, choose Restore defaults for that role under the table. It restores that role only. Each organisation has its own matrix, so changes never affect other accounts.

What the matrix does not control

Which records a person sees. The matrix decides whether a role may use a screen at all. It does not decide which leads show up in it. That depends on list access and teams, explained in Lead visibility rules.

Managing lists. The Lists row is marked as view only. Whether someone can edit or delete a list follows list ownership, not this row. The Account Owner and Managers manage every list. An L1 or L2 User can manage only lists they own.

Actions reserved for owners and managers. Some actions stay with the Account Owner and Managers whatever you tick. Examples are creating lists, locking and unlocking leads, permanently deleting leads, setting up integrations and API keys, and changing taxes, the sales organisation, and the stages, costs, due terms and branding of sales documents. If you grant a box to L1 Users and the feature still does not appear, this is the reason.

Actions reserved for the owner. Adding a Manager, swapping ownership, editing this matrix and paying for or changing the plan stay with the Account Owner whatever you tick, even if you give a Manager the Edit box on Plan & Billing. Deleting users and deleting teams are owner-only by default, and the Delete box on Users & Teams can widen that. See user roles in Leadnote.

Things to watch when you change a role

• Removing View on Users & Teams from Managers hides the Users and Teams pages from them.
• Giving Delete on Leads & Customers to a role lets people in that role delete leads. It also lets them merge duplicate leads, because merging removes the duplicate records.
• Giving Export on Reports or Import / Export Data lets the role download that data. Think about who should be able to take a full customer list out of the system.
• Tasks, calendar entries and sales documents are still limited to the person's own records unless teams widen it.

If a person still cannot open a screen

Check their role on the Users page, then check the box in the matrix, then check whether the action is one of the reserved ones. Missing permissions or menu items has a step-by-step guide.