Users & Permissions

This guide covers how to manage users, define roles, and configure permissions in your HotCRM environment.

User Management

Creating Users

Provision new users with the required profile and role assignment:

1. Define the user's Profile (determines base object and field access)
2. Assign a Role (determines record visibility in the hierarchy)
3. Add Permission Sets for additional capabilities beyond the base profile

User Types

Role Hierarchy

The role hierarchy controls record-level visibility. Users higher in the hierarchy can see records owned by users below them.

CEO
├── VP Sales
│   ├── Sales Manager (West)
│   │   └── Sales Rep
│   └── Sales Manager (East)
│       └── Sales Rep
├── VP Service
│   └── Service Manager
│       └── Service Agent
└── VP Marketing
    └── Marketing Manager

Profiles

Profiles define the baseline permissions for a group of users:

• Object Permissions — Create, Read, Update, Delete access per object
• Field Permissions — Visible and editable fields per object
• App Permissions — Which modules and features are accessible

Permission Sets

Permission sets extend a user's access beyond their profile without changing the profile itself. Use them for:

• Temporary Access — Grant time-limited elevated permissions
• Cross-Functional Roles — Users who need access to multiple clouds
• Feature Access — Enable specific features like AI Co-Pilot or Advanced Analytics

Related Resources

• Security — Authentication and authorization configuration
• Setup & Configuration — System-level configuration