As your organization grows and teams become more specialized, one of the most important factors to consider is how to manage user access and permissions effectively
Custom roles let you define user access on a highly granular level by setting permissions tailored to different job functions, departments, or specific workflows. Instead of sticking to predefined user roles, like Admin, Member, or Viewer, you can create custom roles that suit your team's requirements. For example, you might have a role for a Junior Project Manager who needs to edit tasks and assign them to others but should not be able to change the overall project board structure, or a Team Lead who should have the ability to approve changes but not to delete critical data.
Custom roles are a great solution when you want some users to have more or less access to certain features within the platform, ensuring they have only the permissions they need to do their job, without unnecessary risks or confusion.
Tailored Permissions: Custom roles allow you to create specific permissions based on the tasks and responsibilities of each individual or group. For example, you can allow senior team members to access and edit strategic dashboards but limit others from accessing sensitive financial data. This way, everyone has the appropriate level of control.
Control Over Features: Custom roles give you control over which features users can access. You may want certain users to have full access to boards but restrict their ability to create new ones, run automations, or modify system-wide settings. This is particularly useful in teams with a mix of experienced and newer users.
Increased Security: Custom roles are key for improving security within the platform. By restricting access to sensitive information and limiting the features available to each user, you reduce the risk of unauthorized changes, data breaches, or accidents that could harm your projects.
Streamlined User Management: Instead of manually managing permissions for each user, custom roles allow you to define a set of rules that apply to multiple users at once. This simplifies the onboarding process and ensures consistency in your team’s access levels.
Creating custom roles in monday.com is straightforward, click here for a quick guide on how to do it.
Use cases for custom roles:
Project Managers: You can create a custom role for project managers that gives them the ability to edit project boards, assign tasks, and track progress, but limits their access to admin-level features such as billing or creating new workspaces.
View-Only Users: For stakeholders or clients who only need to view a board without making changes, you can create a custom role with “view-only” permissions. This can be particularly useful in situations where you want to share progress but limit the possibility of accidental edits or changes.
Team Members with Limited Automation Access: If certain team members need to interact with boards but should not be allowed to create automations, you can restrict access to that feature while still allowing them to view and update tasks.
HR or Finance Teams: You can create a custom role for HR or finance teams that grants access to specific financial or HR-related boards and restricts access to other areas of the business, ensuring that they can only view or edit what’s relevant to their role.
Why custom roles are perfect for Enterprise-level security:
For large organizations, managing access to sensitive data is vital. The Enterprise plan on monday.com provides enhanced custom role features, making it the best choice for businesses that need to tightly control who can access what. With custom roles, you can ensure that your team members only have access to the boards, columns, and features that align with their job responsibilities, keeping your information secure while allowing for flexibility in how people interact with the platform.
Custom roles are especially valuable when combined with other Enterprise features like audit logs, granular workspace permissions, and advanced security settings (such as 2FA and SSO), which give administrators complete oversight of user actions.
Custom roles in monday.com allow you to create a flexible, secure, and streamlined environment by giving team members the right access based on their specific needs.
Whether you're managing large teams with specialized roles, protecting sensitive data, or simply ensuring the right level of access for each user, custom roles are a powerful tool for managing permissions efficiently.
For organizations on the Enterprise plan, the added customization options and enhanced security make it the perfect solution for businesses that require tight control over their workflows and information.
Want to learn more about setting up custom roles or implementing monday.com for your business? Contact SOLO SAP today to discuss how we can tailor your monday.com experience to best suit your team’s needs!
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