Skip to main content
Roles define what users can do in Qwoty — which objects they can read, write, or delete, which settings they can manage, and which app-level actions they can perform. You assign one role to each user to control their permissions across the platform.
You must have the Admin role to view, create, or modify roles.

​
System roles

Qwoty provides four predefined system roles that cover the most common permission levels. You cannot edit or delete system roles.
  • Admin — Full access to all workspaces, settings, and configuration. Can manage users, roles, templates, catalogs, and all system features.
  • Manager — Access to the entire workspace. Can approve quotes, view reports, and manage team activities.
  • Sales Rep — Can create and manage quotes, customers, and Dealrooms. No access to system settings or team-wide reports.
  • Viewer — Read-only access. Can view quotes and data but cannot create or edit anything.
The API name for Sales Rep is Sale for backwards compatibility with earlier versions.

​
Custom roles

You can create custom roles to define granular permissions that match your organization’s needs. Custom roles appear with a Custom badge in the roles list and can be edited or deleted at any time. Use custom roles to:
  • Grant partial access to specific modules (for example, catalogs only, or reports only)
  • Restrict actions on an object family (for example, read customers but never delete)
  • Scope project visibility by team, business unit, or workspace
  • Enable or disable transversal actions like CSV imports and exports

​
The permission model

A Qwoty role configures permissions across three distinct areas.

​
Objects — CRUD per object family

The Objects section controls what users can read, write, or delete, broken down by object family. You set one checkbox per action per family.
Grant Read without Write to give users visibility without letting them change records — useful for Finance or Executive roles.

​
Project Access Level

At the top of the Objects section, the Project Access Level dropdown controls the scope of projects a user can see, regardless of their Read/Write/Delete rights.
  • Workspace — The user can access projects across the entire workspace
  • Team — The user only accesses projects created by their team
  • Personal — The user only accesses projects they created themselves
Project Access Level acts as a filter on top of CRUD rights. A user with Project: Read set to true but a Personal access level will only see their own quotes, even if the workspace contains thousands.

​
Settings — toggle per admin area

The Settings section controls access to administration zones. Each zone has a single Authorize toggle.
Settings access is binary — a user either has full access to a zone or none. If you need finer control, keep the zone off and delegate configuration to an Admin.

​
Apps — transversal app-level actions

The Apps section controls transversal capabilities that apply across modules.
Overpass sales restriction gives users the ability to skip approval workflows and discount limits. Grant this only to senior roles — typically VP Sales, CRO, or equivalent.

​
How roles work with teams

Roles define what users can do. Teams define which resources they can access. The Project Access Level in a role connects the two. When you assign a user to a team and set their role’s Project Access Level to Team, they only see resources scoped to that team. Change it to Workspace and they see everything.
If you remove a user from all teams, they lose access to templates, catalogs, and team-scoped projects, even if they retain their role.

​
Access the roles screen

1

Open Settings

In the left sidebar, click Settings.
2

Navigate to Role

Under the Users & Team section, click Role to view the list of all available roles.

​
View the roles list

The roles table displays:
  • Role — The role name
  • API name — Technical identifier used for integrations and API calls
  • Type — System (green badge) or Custom (gray badge)
Use the search bar to filter roles by name or API name. You can adjust the number of rows displayed per page and navigate between pages using the pagination controls at the bottom.

​
Create a new role

1

Click New role

Click the + New role button at the top right of the screen.
2

Set the role identity

Enter the role name and API name. The API name cannot contain spaces or special characters.
3

Configure object permissions

Select the Project Access Level (Workspace, Team, or Personal), then check the Read, Write, and Delete boxes for each object family.
4

Configure settings access

Toggle Authorize on each setting zone the role should manage (Workspace, Users & Teams, Roles, Data, Developers, Organization).
5

Configure app-level actions

Toggle Authorize on each app-level action the role should perform (Import CSV, Export CSV, Overpass sales restriction).
6

Save

Click Save. The role appears in the list with a Custom badge.

​
View a system role

1

Locate the role

Find the system role in the roles list.
2

Open the menu

Click the ⋮ menu to the right of the row.
3

Select View

Click View to open the role details in read-only mode.

​
Edit a custom role

1

Locate the role

Find the custom role in the roles list.
2

Open the menu

Click the ⋮ menu to the right of the row.
3

Select Edit

Click Edit, update the Objects, Settings, or Apps sections, then click Save.

​
Delete a custom role

1

Locate the role

Find the custom role in the roles list.
2

Open the menu

Click the ⋮ menu to the right of the row.
3

Select Delete

Click Delete and confirm the deletion.
Before deleting a custom role, reassign any users currently holding it. Users with a deleted role lose access until they receive a new role.

​
Assign a role to a user

You assign a role when you invite a new user or edit an existing one.
1

Navigate to user management

Click Settings in the left sidebar, then click User under the Users & Team section.
2

Select the user

To invite a new user, click + Invite user. To edit an existing user, click the ⋮ menu next to their name and select Edit.
3

Choose the role

In the user form, select the appropriate role from the Role dropdown menu.
4

Save your changes

Click Save or Send invitation to apply the role.
Assign the Manager role to users who need to approve quotes but don’t require full Admin privileges.

​
Common questions

No. System roles are locked to ensure Qwoty functions correctly. Create a custom role instead and configure the permissions to match your needs.
The role is removed, but users assigned to it remain in the system. You must manually reassign each user to a new role before they can access Qwoty again.
No. Each user is assigned exactly one role. If you need a combination of permissions, create a custom role that bundles them.
The API name is a technical identifier used in integrations, API calls, and automation scripts. It cannot contain spaces or special characters.
Yes. API requests authenticate using user credentials or API keys tied to a user account, so role permissions apply to API calls as well.
The change takes effect immediately. The user’s permissions update the next time they refresh their session or log in again.
Read permission decides whether a user can view quotes, contracts, and orders. Project Access Level decides which ones — all projects in the workspace, only their team’s, or only those they created themselves. Both must align for a user to see a project.
Grant this only to senior roles who legitimately need to bypass approval workflows, discount caps, or pricing guardrails — typically VP Sales, CRO, or Finance leads handling exceptions.

Manage users

View, invite, and edit users in your workspace.

Manage teams

Organize users into teams to control access to templates and catalogs.

Workspace settings

Configure workspace-level settings and business units.

Approvals & workflows

Set up approval rules that depend on roles and team scope.