This guide explains how to create a new user role in QuoteCloud, allowing you to assign specific permissions and control access for different team members.
Create a New User Role
Create a New User Role
Learn how to create and configure custom user roles with specific permissions and access controls for your QuoteCloud company account.
Steps to create a new user role
1
Open the account menu
Click the profile icon located in the bottom-left corner of the QuoteCloud dashboard.
2
Open Settings
From the account menu, select Settings to access your company configuration options.
3
Navigate to Roles
Under the Users & Roles section in the left sidebar, click Roles to manage user roles and permissions.
4
Start creating a new role
Click the Create New Role button located at the top of the Roles page.
5
Enter the role name
In the Create a new role window, type a name for the new user role.
6
Review permission categories
Use the left-side permission categories to configure access controls including User Controls, Content Libraries, System Config, Document Controls, Address Book Controls, Campaign Controls, Import/Export Data, and Workflow Controls.
7
Configure user account permissions
Enable or disable permissions such as creating, modifying, and deleting user accounts, teams, and roles.
8
Configure document access permissions
Under Document Controls, configure permissions for viewing, editing, deleting, sending documents, and accessing the product catalogue.
9
Enable permissions using toggles
Click the toggle switches beside each permission to enable or disable access for the selected user role.
10
Save the new role
After configuring all required permissions, click Save to create and store the new user role.
11
Verify the role appears in the dashboard
Once saved, the newly created role will appear in the Roles dashboard list alongside your existing company roles.
12
Assign users to the new role
The new role is now ready to use and can be assigned to users within your company account.
Frequently Asked Questions
What is a User Role in QuoteCloud?
A User Role is a role profile that lets an administrator assign specific permissions and access levels to team members. Each role defines which features and settings a user can access so you can tailor privileges to job responsibilities within your sales quoting software or proposal software environment.
Who can create, modify, or delete User Roles?
Only users who have been assigned a role that includes the User Controls permission can create, modify, or delete User Roles. That permission must explicitly allow user role management for a user to perform those actions.
Why should I create User Roles in QuoteCloud?
Creating User Roles enforces security and the principle of least privilege, helps streamline workflows by giving each team member only the tools they need, and makes it easier to delegate administration across teams, resellers, or large organizations. Well-structured roles improve consistency and reduce risk when generating quotes and proposals with QuoteCloud's quote software and sales proposal software features.
What types of permissions can a new User Role control?
User Roles can control multiple permission areas, including User Controls (create/modify/delete user accounts, teams, and roles), Content Libraries Controls (manage document templates, product catalog items, and company or personal content blocks), and System Configuration (modify company settings, manage security and sessions, and create/modify/delete product catalog items). Roles can combine any of these areas to fit job functions.
Can a user have more than one User Role and how is access determined?
Yes. Administrators can assign multiple User Roles to a single user. When multiple roles are assigned, QuoteCloud determines access by taking the union of allowed features from all roles, so the user receives every permission granted by any assigned role.
Can User Controls be limited to managing only a specific team?
Yes. User Controls permissions include an option to restrict management to a user’s own team, allowing administrators to grant scoped administrative rights so team leads can manage members and roles for their group without affecting the wider organization.
How do I assign a User Role to a user in QuoteCloud?
From the admin console, open the user profile, select the Roles or Permissions section, and choose one or more predefined roles to assign. Save changes to apply the new access set immediately. Only users with the appropriate User Controls permissions can perform role assignments.
What are best practices for creating User Roles in a sales quoting or proposal software system?
Use the principle of least privilege: grant only the permissions required for each job. Create role templates for common functions (sales rep, sales manager, finance, content admin). Name roles clearly and document their purpose. Test new roles with a staging account before wide deployment and review role assignments regularly to keep access aligned with changing responsibilities in your quote software environment.