Custom Roles

Introduction (Purpose & Benefit)

Custom roles allow you to define specific sets of permissions for users, providing granular control over access to different parts of the system. While Manor provides standard built-in roles (Employee, Manager, Administrator), custom roles let you tailor permissions precisely to match distinct job responsibilities, such as project managers, billing specialists, or external contractors.

Key Fields & Concepts

• Role Name: The descriptive title of the custom role (e.g., "Project Manager", "Billing Specialist", "Auditor").
• Permissions Matrix: The grid displaying system capabilities organized into logical functional modules. Each column represents a role, and rows indicate granted capabilities.

Permission Structure

Permissions are grouped alphabetically into operational modules with granular checkboxes:

• API keys & Webhooks — Manage API credentials and webhook subscriptions
• Activities & Tasks — Control project activity setups and task operations
• Activity log & Data — Audit user activity logs and access raw data tables
• Clients & Contacts — Manage client accounts and address books
• Expenses, Travels, Per Diems & Bundles — Manage non-time project expenditures
• Invoices & Prices — Invoicing permissions, proposals, delivery tracking, credit notes, and price controls
• Payroll (Pay periods) — Manage payroll periods, analysis reports, and hour confirmations
• Planning — Operate the resource planner firm-wide, by department, or view as a member
• Projects & Assets — Creation, visibility (confidential/sensitive), editing, and financial margin oversight
• Rates, Currencies & VAT rates — Configure pricing tables, exchange currencies, and tax rates
• Roles & Users — User administration and custom role governance
• Settings & Templates — System preferences, firm management, and document templates
• Time — Self time tracking, editing entries for others, or department manager time approvals
• Vacation requests — Submit, view overviews, and approve vacation leave

For the complete list of individual permissions and descriptions, see Custom Role Permissions.

Creating a New Custom Role

To create a new custom role:

1. Navigate to Administration from the main navigation.

2. Click on Roles.

   

3. Click the New role button in the top right.

4. Enter a descriptive Name for the role.

5. Select the desired permissions by checking the corresponding checkboxes across the permission categories.

   

6. Click the Save button to create the role.

The newly created role will now appear as a column in the permissions matrix on the Roles page.

Managing Custom Roles

Finding Custom Roles

1. Go to the Roles page in the Administration section (/administration/role).
2. You will see a permissions matrix listing all roles. Custom roles appear as columns alongside the built-in roles (Employee, Manager, Administrator).

Editing Custom Roles and Permissions

1. Go to the Roles page in the Administration section.
2. In the permissions matrix, locate your custom role column.
3. Click the edit link next to the role name in the matrix header.
4. Modify the role name or check/uncheck permissions to adjust access.
5. Click Save to apply changes immediately for all users assigned to that role.

Deleting Custom Roles

1. Go to the Roles page in the Administration section.
2. In the permissions matrix, locate the custom role you wish to delete.
3. Click the edit link next to the role name to open the role form.
4. Click the Delete role button at the bottom of the form.
5. Confirm the deletion in the confirmation dialog.

Note: A role cannot be deleted if active users are currently assigned to it. Reassign those users to another role in Administration → Users before deleting.

Assigning Custom Roles to Users

Once created, custom roles can be assigned to users:

1. Navigate to Administration → Users.
2. Click on the user whose permissions you want to change.
3. In the user edit form, select the custom role under Roles.
4. Click Save user.

Best Practices

• Follow the Principle of Least Privilege: Grant only the permissions necessary for users to perform their job duties.
• Use Descriptive Names: Clearly identify the purpose of the role (e.g., "Billing Specialist" or "Junior Project Lead").
• Review Permissions Periodically: Regularly audit role permissions and assignments to ensure they remain aligned with organizational responsibilities.
• Avoid Overlapping Roles: Design roles with distinct boundaries rather than creating duplicate or redundant roles with slight differences.

Related Topics

• Custom Role Permissions — Dedicated summary and permission structure reference
• User Roles — Overview of built-in system roles and general role management
• Users — How to create users and assign roles