Users, Roles & Permissions

Access in YSUITE is controlled through roles — reusable permission sets assigned to users, optionally organised into user groups.

Requires admin access.

Users

1. Go to Settings → Identity & Access → Users.
2. Click + New User, enter their details, and assign a role.
3. Save — an invitation is sent to the new user.

See a user's activity log and comment on their record from the same screen. Deactivate or delete a user (individually or in bulk) when they leave.

User groups

Group users under Settings → Identity & Access → User Groups — useful for assigning records to a team rather than an individual, and as a target for assignment rules in Automation.

Roles & permissions

1. Go to Settings → Identity & Access → Roles.
2. Click + New Role, or edit an existing one.
3. Use the permission matrix to grant view/create/edit/delete access per module.
4. Set login restrictions for the role if needed — see Security & Access Restrictions.
5. Save.

Roles can be enabled or disabled without deleting them, and every role includes a form-driven set of dropdowns so setting one up doesn't require knowing internal permission names.

Tips

• Build roles around job functions (e.g. "Sales Rep", "Accountant") rather than individuals — it makes onboarding a new hire a matter of assigning an existing role, not rebuilding permissions from scratch.
• Review roles periodically — permissions granted for a since-finished project have a way of quietly outliving their purpose.