User Roles & Permissions
Control who can see what, who can edit what, and how much access different team members get.
What Are User Roles & Permissions?
User Roles & Permissions inside Hyperflow decide:
- What each user can see
- What tools they can access
- What parts of the CRM they can edit
- Whether they see all data or only what's assigned to them
Every user gets one main role: Admin or User. Then you can customize their visibility and access using granular permissions.
The Two Main Roles
Admin (Full Access)
Think "manager" level. An Admin can:
- • See all contacts, conversations, analytics, payments
- • Edit or delete anything in the workspace
- • Manage pipelines, forms, workflows, calendars
- • Add/remove team members
- • Change settings
Best for: Owners, team leads, managers
User (Limited Access)
A User only sees what you allow. You choose:
- • Which sections they can access
- • Whether they see all leads or just assigned ones
- • Whether they can edit or only view certain tools
Best for: Sales reps, customer service, assistants, contractors
Why Roles & Permissions Matter
Security
Prevent people from seeing things they shouldn't — like other reps' leads or internal automations.
Cleaner Interface
Users only see the tools they need, avoiding confusion and training headaches.
Accountability
Every action is tracked by user.
Faster Onboarding
Copy permissions from another user and skip rebuilding settings.
How to Set Up Roles & Permissions
Go to Settings → Team
Choose the workspace you're working inside. Click Settings, then Team.
Select or Add a User
Click the pencil icon to edit someone — or click Add Team Member to create a new one.
Choose the Role
Inside Roles & Permissions, pick Admin or User.
Turn On/Off Modules
Use checkboxes to decide access: Conversations, Workflows, Calendars, Voice AI, Payments, etc.
Toggle "Only Assigned Data"
This is the biggest visibility control. When ON, users only see contacts, opportunities, tasks, and conversations assigned to them.
Save
Click Update to apply changes.
Permission Areas Explained
| Area | What It Controls |
|---|---|
| Conversations | Messaging inbox (SMS, email, chat widgets). User can reply, view, or hide entirely. |
| Contacts | Your full database. Allow full access or limit to "assigned only." |
| Opportunities | Pipeline deals. Restrict to their own pipeline only for sales teams. |
| Workflows | Automations, triggers, follow-ups, AI logic. Usually OFF for regular users. |
| Calendars | Book appointments, edit calendars, manage availability, or only book certain calendars. |
| Payments | Invoices, transactions, subscriptions. Admins = full control. Users = often no access. |
| AI Agents / Voice AI | Whether the user can create, edit, or access AI agents. |
| Forms / Funnels / Sites | Choose if they can build, view, edit, or publish. |
| Memberships / Courses | Content, lessons, progress data. |
| Marketing Tools | Email builder, social planner, templates. |
| Account Settings | Billing, integrations, domain settings — usually Admins only. |
"Only Assigned Data" — Explained
This setting makes sure the user sees ONLY their stuff. They will NOT see:
- Other reps' leads
- Other people's conversations
- Pipelines they don't own
- Contacts they aren't assigned to
Best for: Sales reps, interns, lead qualifiers, client service agents
Copying Permissions
Save time when adding new team members:
- Go to Settings → Team
- Edit a user or add a new one
- Go to Roles & Permissions
- Click Copy Permissions
- Choose an existing user
- Hit Copy
Frequently Asked Questions
If I disable a module for someone, will automations break?
No. Automations still run. The user just won't see or access that module.
Can I control access to individual calendars?
Yes. You can allow: View only, Book only, Manage only specific calendars, or Full calendar control.
Can I bulk-assign permissions?
Not yet. You can only copy permissions one user at a time.
What's the difference between Agency Admin vs Workspace Admin?
Agency Admin: Full access to every workspace you own.
Workspace Admin: Full access, but only inside that one workspace.
Can a user manage multiple workspaces without being Agency Admin?
Yes — you can add them as a Workspace Admin in multiple workspaces.