---
title: Staff, roles and permissions
description: Control who sees and does what in TSync — staff accounts, roles and the permission matrix, plus departments, administrator rights and the traps that make a permission look missing.
product: TSync Intelligence 11.3.6
language: en
canonical: https://docs.tsync.pro/staff-roles-permissions/
source: https://docs.tsync.pro/llms.txt
---

# Staff, roles and permissions

Who can see and do what in TSync is controlled by three things that work together:

- **Staff accounts** — the people who log in.
- **Roles** — a reusable named set of permissions (for example *Sales*, *Accountant*, *Warehouse*).
- **Permissions** — the actual rights (View, Create, Edit, Delete) for each feature.

A new staff member is normally given a **role**, and the role decides what they can do. You can still
fine-tune one person on top of their role. **Administrators** bypass all of this and have full access.

---

## Staff accounts

Open **Setup → Staff** (`/admin/staff`). You see every person who can log in.

### Add a staff member

1. Click **New staff member**.
2. Fill in the name, e-mail and a password (the person uses the e-mail + password to log in).
3. Choose a **Role** (see below) — this sets their starting permissions.
4. Tick **Administrator** only for people who should have **unrestricted** access — an administrator
   ignores every permission and sees everything.
5. Leave **Active** ticked. Un-tick it later to block someone from logging in without deleting them.
6. Save.

### Edit or deactivate

Click a staff member to change their details, switch their role, or un-tick **Active** to suspend the
account. Deactivating keeps all their history; deleting removes the login.

---

## Roles

Open **Setup → Roles** (`/admin/roles`). A role is a saved set of permissions you reuse, so you don't
have to tick the same boxes for every person. Typical roles: *Sales*, *Accountant*, *Warehouse keeper*,
*Manager*.

### Create a role

1. Click **New role**.
2. Give it a clear name.
3. Tick the permissions it should have (see **Permissions** below).
4. Save.

### Edit a role

Click a role to open it, change the ticks and **Save**. If staff are already using that role, a notice
appears with a checkbox **"also update the permissions of staff who use this role"** — tick it to push
your change to everyone on that role, or leave it unticked to change the role only for new assignments.

### Delete a role

A role can only be deleted when **no staff member is assigned to it**. If you try to delete a role that is
still in use, TSync refuses and tells you it is referenced — reassign those people to another role first,
then delete it.

---

## Permissions (the rights matrix)

When you edit a role (or a single staff member's **Permissions** tab), you see a table: each **feature** on
the left, and its **rights** as checkboxes on the right. The available boxes depend on the feature, but the
common ones are:

| Right | What it allows |
|-------|----------------|
| **View (own)** | See only the records that belong to this person |
| **View (global)** | See everyone's records for that feature |
| **Create** | Add new records |
| **Edit** | Change existing records |
| **Delete** | Remove records |

The TSync consoles also appear in this table with their own rights — for example **Reports (TSync)**,
**Scheduler**, **Configuration Center**, **Module Management** and **Visual Theme Manager** — so you can
let, say, an accountant *view and export Reports* without giving them anything else.

### Extra rights on the Leads feature

The **Leads** row of the matrix carries two extra tick-boxes, beyond the usual View / Create / Edit / Delete:

- **List display & behaviour** — lets this person open the **leads list display settings** page (how the leads list
  looks and behaves). This page was previously reachable by administrators only.
- **Create web-to-lead forms** — lets this person **create, edit and delete** the public web-to-lead capture forms.
  This too was previously administrator-only.

These two only unlock those specific admin screens. The **leads list itself stays open to every staff member**,
exactly as before — ticking or clearing these boxes never hides the leads list.

> Tick only what a role really needs. Give **Administrator** (on the staff account) only to people who
> should have full, unrestricted access — an administrator ignores the matrix entirely.

---

## How a role and a person's permissions combine

- Assigning a **role** to a staff member fills in that person's permissions from the role.
- You can then open the person's **Permissions** tab and adjust individual boxes for that one person —
  useful when someone needs a little more (or less) than their role.
- Changing the **role** later only re-pushes permissions to existing staff if you tick *"also update the
  permissions of staff who use this role"* when you save the role.

---

## A quick recommended setup

1. Create a role per job function (*Sales*, *Accountant*, *Warehouse*, *Manager*).
2. Tick the rights each role needs — start small, add more when someone asks.
3. Add your people under **Setup → Staff** and give each one the right role.
4. Keep **Administrator** for one or two trusted owners only.