Recommended Permission Profiles by Role

Permission sets help avoid common pitfalls across a sales team by limiting access or actions depending on the role. For example, you may want squash the chance of 2 reps emailing the same lead by limiting reps to only email leads they own or contacts from accounts they're assigned.

Another example would be to block individual sales reps' access to the Rules Engine - as there could be created disruptive rules and confusion without a comprehensive perspective of your team's technical setup and process requirements.

To avoid these common mistakes, here are suggested permission sets for common roles in a sales team.

Sales Operations

• Give this profile FULL ACCESS!
• Preferably, this is the only permission profile that can access integrations and rules engine.
• However, Marketing or Demand Generation will need access to the Rules Engine or Scoring Engine to enable the sales team and successfully manage MQLs.
  

Sales Representative Manager / Sales Leader

• Administration
  • Full Access (all boxes checked)
• Lead Gen
  • Full Access (all boxes checked)
• Territories
  • Full Access (all boxes checked)
• Sequences & Emails
  • Email visibility = can see sequenced outbound emails and replies from other users, but not other emails
  • Can send emails from = all users
  • Can send emails to contacts = no restrictions
  • Can send emails to accounts = no restrictions
  • Can adjust their own email sending limits = Check (Yes)
  • Can add sequences = Check (Yes)
  • Can view private sequences = Checked (Yes)
  • Can edit sequences = All sequences, including private and read-only sequences
  • Can manage sequence rulesets = Checked (Yes)
  • Can complete, skip or modify tasks owned by other users = Uncheck (No)
  • Can add email templates = Check (Yes)
  • Can edit Templates owned by all users
  • Accounts & Contacts
    
    • • Can delete accounts/contacts owned by = All users
      • Can change ownership for accounts/contacts owned by = All users
      • Can assign an owner for accounts/contacts to = Any active user

Sales Representative

• Administration
• All these settings can be turned off except "Can add or edit Email Schedules"
• Lead Gen
  • Full Access to all three settings (all checked on)
• Territories
  • No Access - Ideally, sales ops or sales leaders are the only ones who manage these.
• Sequence & Emails
• Select the option Can see sequenced outbound emails and replies from other users, but not other emails
• Send emails from self only
• Can send emails to contacts = No restrictions
• Can send emails to accounts = No restrictions
• Can adjust their own email sending limits = Uncheck (No)
• Can add sequences = Check (Yes)
• Can view private sequences = Uncheck (No)
• Can edit sequences = Shared sequences on the same team
• Can complete, skip or modify tasks owned by other users = Uncheck (No)
• Can add email templates = Check (Yes)
• Can edit Templates owned by other users on the same team
• Accounts & Contacts
  • The way you manage these settings depend on how well you manage contact and account ownership.
    • Ownership in CRM is clean:
      If contact and account ownership is clean in your CRM and enforceable, you safeguard reps to only be able to email contacts an accounts owned by themselves:
      • Delete accounts / contacts owned by = Disable
      • Can change ownership for accounts/contacts owned by = Owned by him/herself, nobody, or inactive users
      • Can assign an owner for accounts/contacts to = Any active user
  • If contact and account ownership is not usable and clean, then give Sales Reps full access, until this contact and account ownership is usable:
    
    • Delete accounts / contacts owned by = Disable
    • Can change ownership for accounts/contacts owned by = All users
    • Can assign an owner for accounts/contacts to = Any active user

Related articles

• Permissions Overview
• How to Set User Permissions