User roles: define the job first
Access should reflect job and project scope. Separate account administration, project management, analysis, reporting, client viewing, integrations, and billing where the current product permits.
For user roles, write the before-state first: current tools, inputs, handoffs, output, elapsed time, known errors, and person accountable. Do not let a feature tour choose the workflow for you. The platform is defensible only when the after-state is simpler or more reliable.
- Define what success means for user roles.
Configure the repeatable sequence
Draw the operating sequence for user roles from collection to verified action. Mark credentials, permissions, filters, approvals, automated steps, manual judgment, client-facing outputs, and recovery points.
The sequence is complete when an unfamiliar teammate can run it safely and understand why each step exists.
- Name the source and scope.
- Assign the workflow owner.
- Record the fact that would reverse the decision.
Test the weakest handoff
Use a quality gate with five rows: source integrity, configuration fit, decision clarity, action ownership, and verification. Mark any row that relies on an unexplained metric, an inaccessible account, a stale export, or one person’s memory.
A workflow stays active only when every material row has evidence and an owner.
- Compare the same operating job.
- Keep cost and review effort in the model.
- Preserve a recoverable fallback.
Commission the workflow
Write the operating statement in one sentence: “For ___, we collect ___ every ___, review it with ___, act when ___, and verify with ___.” If the blanks cannot be filled, user roles is not production-ready.
Use current primary documentation again before purchase or migration because plans, limits, integrations, and controls change.
- Save settings and definitions.
- Test one complete cycle.
- Schedule the next review.
Sources used for this page
These records support the facts and comparisons above. Merchant-controlled records are labelled so you can separate product claims from independent evidence.
- Account and project settings FAQ — DOCUMENTATION · checked 2026-08-28
- Agency Pack overview — DOCUMENTATION · checked 2026-08-28