Managing Roles

Roles define what staff can do in Cadence. You manage role definitions under Settings → Organisation → Roles.

Open the roles list

1. Open Settings from the staff portal.
2. Under Organisation, choose Roles.
3. You will see built-in roles and any custom roles your organisation created.

From here you can create a role, open a role to edit permissions, duplicate a role, or delete a custom role you no longer need. Built-in roles cannot be deleted.

Create a custom role

1. On the roles list, choose Add role (or equivalent create action).
2. Enter a name staff will recognise - for example “Coach” or “Manager”.
3. Optionally add a short description.
4. Save, then open the role to set permissions.

Edit permissions in the matrix

Each role has a permission matrix grouped into sections. Each row is something staff might need to do. Columns show what kind of access is available:

Column	Meaning
View	Open and read
Create	Add new records
Edit	Change existing records
Delete	Remove records
Allow	A single yes/no for actions that are not simple create/edit/delete

Changes save automatically as you tick and untick boxes.

Use search at the top of the matrix to find a permission row quickly when the list is long.

Select all for a row or column

Use the row or column headers to select or clear every box in that row or column where the matrix offers it.

Duplicate a role

To start from an existing role (built-in or custom):

1. On the roles list, find the role.
2. Choose Duplicate.
3. Open the new role and adjust the name and permissions.

Access section - manage with care

The Access section controls who can manage roles and permissions for your organisation.

Sensitive Permissions

Permission management lets someone create and edit roles and grant any permission - not only ones they already have. Only give Roles and Role assignments edit access to people you trust.

Delete a custom role

You can delete roles your organisation created. Deleting a role does not delete staff profiles - it only removes that role definition. Built-in roles cannot be deleted.