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Understanding User Roles and Permissions

📝 Description

This article explains how user roles and permissions work in IXL Core, helping administrators control access to modules, features, and data. You’ll learn how to assign roles, customize access rights, and maintain security across your organization.

🎥 Prefer to watch instead?
Watch our detailed video tutorial on the IXL Core YouTube Channel to see how to manage users, roles, and permissions step by step.

🚀 Overview

User roles and permissions define who can access what inside IXL Core.
They ensure your team members only see or edit the areas relevant to their job, keeping your data secure and your operations organized.

For example:

  • A Sales Agent may access the CRM module but not Payroll.

  • A Finance Officer may access invoices but not user settings.

  • An Administrator can access and configure everything.

🔧 Step-by-Step Guide

Step 1: Access the User Management Section

  1. Log in to your IXL Core account: https://app.ixlcore.com.

  2. From the top menu, click Settings ⚙️.

  3. Under User Management, select Roles & Permissions.

Step 2: Review Default Roles

IXL Core comes with predefined roles to help you get started:

  • Administrator: Full system access. Can add users, manage billing, and edit settings.

  • Manager: Access to most operational modules like Projects, CRM, and Finance.

  • Employee/User: Limited access for performing daily tasks.

  • Viewer: Read-only access to assigned modules.

💡 Tip: You can use these default roles as templates for creating new ones.

Step 3: Create a New Role (Optional)

If your business has specific departments or workflows, you can create custom roles:

  1. Click New Role.

  2. Enter a Role Name (e.g., “HR Officer” or “Sales Representative”).

  3. Under Module Permissions, toggle access rights such as:

    • ✅ View

    • ✏️ Edit

    • ➕ Create

    • ❌ Delete

  4. Click Save Role to apply changes.

🧠 Example:
You can give a “Finance Assistant” permission to view and create invoices, but restrict them from deleting any records.

Step 4: Assign Roles to Users

  1. Go to Settings → Users.

  2. Click on the user’s name.

  3. Under Assigned Role, select the appropriate role from the dropdown.

  4. Click Save Changes.

💡 Tip: You can assign multiple roles to a single user if their responsibilities overlap.

Step 5: Testing Permissions

After setting roles, it’s good practice to test them:

  1. Log in as a test user or ask a team member to confirm what they can see.

  2. Ensure users can access only their assigned modules.

  3. Adjust permissions if any area is too limited or too open.

🧭 Best Practices

  • 🔐 Always keep at least one Administrator account active.

  • 🧩 Review permissions quarterly or when you add new modules.

  • 👥 Deactivate users who no longer work in your organization to prevent unauthorized access.

  • 📽️ Encourage team members to watch the Roles & Permissions tutorial on our YouTube Channel.

⚠️ Common Issues & Solutions

Issue Cause Solution
User can’t access a module Role permissions too limited Edit the role and enable the relevant module access
Too many users have admin rights Roles not reviewed regularly Limit admin access to senior staff only
Permissions not updating Browser caching Log out and back in, or clear browser cache

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