User Roles and Permissions

Use roles to control which Aptly features a teammate can use and which settings they can manage. This guide explains how to create and update roles, assign them to users, and check the permissions that affect communication, boards, AI agents, screening, and account administration.

Before you change a role

Use an account authorized to manage Company Info & Team, typically an administrator.
Check which users have the role before editing it. A role change affects the people assigned to that role, not just the person whose access you are troubleshooting.
Grant only the access needed for the person’s work. Be especially careful with personal inbox monitoring, private calendars, applicant data, refunds, paid phone features, and lock master codes.
Record the current settings before changing them. If only one group needs different access, consider a separate role rather than expanding a shared role.

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Checked does not always mean allowed. Permissions beginning with Deny or Block apply a restriction when selected. Require Warning Review adds a review requirement. Read the full label before saving.

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Understand the different access settings

A role is one part of a user’s access. Check the relevant resource settings as well.

Access setting	What to check
Company role	Which features and administrative actions the user is allowed to use, and which restrictions apply.
Board privacy and membership	Whether the board is public or private, who has been added, and each member’s board access level. A role’s board-configuration permission is different from membership in a private board.
Shared inbox or phone inbox membership	Whether the user is included in the inbox’s access settings. Permission to manage shared accounts is different from being a member of one particular inbox.
Personal inbox monitoring	Both the monitored user’s role and the monitoring user’s role must have the appropriate monitoring settings. See the two Channel Monitoring permissions below.
Automatic conversation sharing	The contact-type role permission and the source inbox’s automatic-sharing setting work together.
Company settings and feature availability	Some permissions require a connected service or an enabled company feature. For example, password login needs the company setting, and pushing applications to Yardi needs the integration.

Do not use a role name, a hidden navigation item, or an ordinary board filter as proof that sensitive information is inaccessible. Review the applicable access settings and verify the result with the affected user.

Create or edit a role

Settings → Company Info & Team → Roles & Permissions: 1 Add Role starts a new role. The permissions shown are an example configuration; the list continues below. No role was created.

Roles & Permissions, example row: 2 Select a role’s pencil icon to open Edit Role. This Guest User row illustrates the control location, not recommended default permissions.

Edit Role example: 1 NAME. 2 ROLE TYPE. 3 Individual permission checkboxes; more continue below. Shown values belong to this demo role, not universal defaults. No permissions or role type were changed.

Open your avatar menu and select Settings.
Select Company Info & Team and find Roles & Permissions.
To change an existing role, select its pencil icon to open Edit Role. To create a role, select Add Role and enter a clear NAME, such as Screening Reviewer.
Review ROLE TYPE and the selected permissions. Check allow permissions only where needed, and check deny or block permissions only when you intend to impose that restriction.
Select Save. Select Cancel if you do not want to apply changes.