Roles

WebWorkstation

Roles are named collections of permissions that can be assigned to one or more users. Instead of configuring permissions individually for every user, you define a role once and assign it wherever needed. When a role's permissions change, every user with that role is updated automatically.

How Roles Work

A role is essentially a permission template. Each role contains a set of enabled permissions drawn from ZynoSuite's permission applications. When a user is assigned a role, they inherit all of the permissions that role grants.

Users can have multiple roles. Their effective permissions are the union of all permissions from all assigned roles, plus any directly assigned permissions. If any role (or direct assignment) grants a permission, the user has that permission.

Viewing Roles

The Roles page lists all roles in your tenant. Each row shows the role name and a summary of the permissions it includes. Click any role to view or edit its permission set.

Creating a Custom Role

To create a new role:

1. Click the Add Role button.
2. Enter a descriptive name for the role (for example, "Front Desk Staff" or "Sales Manager").
3. Save the role.

After creating the role, configure its permissions on the Permissions page by selecting the new role and toggling the desired permissions.

Editing a Role

To modify an existing role:

1. Select the role from the list.
2. Update the role name if needed.
3. Save your changes.

To change which permissions the role grants, go to the Permissions page, select the role, and adjust the toggles. Any changes take effect immediately for all users who have that role.

Deleting a Role

If a role is no longer needed, you can delete it. Deleting a role removes it from all users who currently have it assigned. Those users will lose any permissions that were granted exclusively through that role. Before deleting, review which users are affected to avoid unintentionally revoking access.

Assigning Roles to Users

Roles are assigned to users from the Users page. Open a user's detail view, add or remove roles in the Roles section, and save. A single user can hold as many roles as needed.

Role Design Tips

• Group by job function. Create roles that map to real responsibilities, such as "Cashier," "Inventory Manager," or "CRM Agent." This makes it easy to onboard new staff by assigning the right role.
• Keep roles focused. A role with too many permissions becomes difficult to audit. It is better to have several focused roles that can be combined than one role that grants everything.
• Use direct permissions for exceptions. If only one user needs a specific permission, assign it directly on their account rather than creating a role for it. See Permissions for details.