Flow roles control what reports users can view, as well as what management actions they can perform, and what APIs they can access.
Default roles
When you first set up Flow, Flow creates four initial roles. Use these to get started and customize additional roles later.
Flow's auto-created roles are:
- Admin: Admins can view all teams' data and team members' data. This role is for users that need access to all parts of Flow. We recommend giving this role to only one or two people.
- Executive: Executives can see all teams' data but not team members' data. We recommend giving this role to users interested in organization level metrics, like those in Investment profile.
- Team lead: Team leads can only see their own teams' data and their members' data. The team lead role is for team managers who can see all reports and have permissions needed to manage their users and teams.
- Team member: Team members can see their own teams' data, but not their fellow team members' data. They can see all reports, but can't change configurations.
You can designate one of these roles or any other role you create as the default role for new invitees. Flow assigns the default role to any new login user added to your account. If you have multiple default roles, each new user will automatically be given each default role.
To make a role a default role:
- Click the box next to the role(s) you want to designate as the default.
- In the Actions dropdown, click Make default.
- Click Yes, make default to confirm your default role. That role now appears as a default role in the roles list with a Default label next to the role name.
Set up new roles
Before setting up a new role to provide a user access to what they need in Flow, check your organization's current roles to see if there's one that fits your needs.
To view your organization’s current roles:
- Click Settings in Flow’s top navigation bar.
- In the left navigation under User Management, click Role management.
To add a new role:
- Click New role.
- In the Create role modal, give your new role a name.
- Give users with this role access to reports, management permissions, and APIs.
- If Advanced view rights are enabled, set up the view rights for the role.
- Click Save.
To edit a role, click the three dots icon in the row next to the role you want to modify. Click Edit. Make any changes to the role, then click Save. You can only edit one role at a time.
To remove a role, check the box to the left of all roles you want to remove. click Remove. Review the roles you selected and the number of users affected, then click Yes, delete role.
Grant users permissions outside of roles
A user automatically inherits all permissions from the role you assign them, but you can also modify an individual user's access to grant the user additional permissions. Editing permissions in this way is a temporary measure and may not persist.
Important: To permanently grant a user additional permissions, assign those permissions to the user's role, not the user. Granting the permissions to the user is temporary and those permissions may not be available the next time they log in.
Viewing role permissions
To view the accessible reports, management permissions, and API access associated with a role:
- Click Settings in Flow’s top navigation bar.
- In the left navigation under User Management, click Role management.
- For any role, hover over its result in the Report Access, Management Access, or API Access columns to view a detailed list of what's accessible to that role.