Roles How to create a role, choose the right weight, start from a preset or draft one with AI, and fine-tune what it can do.

Settings, Access, Roles. A role is a named bundle of capabilities plus a weight. Everyone in the workspace holds one. You need weight 60 or above, plus the capability to manage roles.

Roles answer "what can this person do". Where they can do it is a separate question - see Who Sees Whose Records.

Weight

Weight is a number from 0 to 90 that expresses authority. It matters in three places: it decides which surfaces someone can reach, it is what approval thresholds test against, and it decides who counts as an admin for security policy.

The slider is banded, and the band updates as you drag:

Band	Weight	Means
See	up to 20	Mostly viewing records and reports
Do	up to 40	Acting on day-to-day work: create, send, log
Manage	up to 70	Editing, running, approving, overseeing
Admin	71 to 90	Changing structure and irreversible settings

90 is the ceiling. Weight 100 exists but is the NearSync operator band and is never offered.

Because approval policies test weight, changing a role's weight silently changes who can approve what. Check Approval Policies before you move one.

Creating A Role

1. Pick a starting point. Six presets are offered: Empty Role, Standard Employee, Sales Representative, HR Manager, Operations Manager and Support Specialist. Choosing one pre-ticks a sensible set of capabilities, and some also set a weight.
2. Name it. Use the job, not the person - "Senior Account Manager", not "Sarah's role".
3. Describe it. One line on what the role is for. This is not decoration: the AI drafting step reads it.
4. Set the weight on the slider, watching the band label.
5. Fine-tune the capabilities in the grid on the right.
6. Create the role.

Drafting With AI

Instead of ticking capabilities by hand, you can describe the role and have a draft proposed.

1. Write the description - what the person does, in a sentence or two.
2. Choose an access level - See, Do, Manage or Admin.
3. Draft. The grid is pre-filled, a weight is suggested, and you get a short rationale plus a count of any sensitive capabilities included.
4. Review every ticked box before creating. A draft is a starting point, not an answer.

Fine-Tuning Capabilities

The grid is grouped by area, and inside each area by the same four rungs as the weight bands:

• See - view records and reports, but not change them. Open a deal, read a payslip, browse the roster.
• Do - day-to-day work. Log a call, send a message, create a contact.
• Manage - edit, run, approve, oversee. Edit a deal, run payroll, approve leave.
• Admin - structure and irreversible settings. Delete records, manage roles, edit salary, change settings.

Search filters across the whole grid. Anything not yet mapped to the capability catalogue appears under Custom.

Choosing A Weight In Practice

Work backwards from the two consequences.

What must they approve? Look at your approval tiers. If expenses over a threshold need weight 60 and this person must clear them, they need at least 60.

What must they reach? Most of System and Admin needs 90. If they need to manage roles or notification policy, they need 90 - and that also makes them an admin for MFA purposes.

Anything else, pick the lowest band that covers the job.

Editing And Deleting

Changing the capabilities on an existing role is done on the Permissions surface, which stages changes and shows you who is affected before committing. See Permissions.

Deleting a role with people assigned to it leaves them without one. Reassign first.

Common Questions

Two people do the same job in different countries. One role or two? One role. Where they can work is set separately by hub reach and hub access, not by duplicating the role. See Who Sees Whose Records.

I ticked a capability and the person still cannot do it. Check three things in order: their role actually is the one you edited, the change was committed rather than left staged, and the records they are trying to reach are in scope for them.

What is the difference between weight and capabilities? Capabilities are a list of specific things. Weight is a single number expressing authority, used by approvals and by surface gates. A role needs both set sensibly.