This article discusses functionality that is included in the Enterprise+ plan. Please contact us if you would like a live demo or would like to try using it in your account.
Users in your Aha! Roadmaps account can have a variety of user permissions, tailored to fit most roles in most accounts. Administrators and workspace owners can adjust settings and workflows at different levels of your workspace hierarchy, while contributors, reviewers, and viewers can contribute to your roadmap with different levels of restriction.
Sometimes preset user permissions are not enough. You may want to give a particular user access to specific settings, but not others — someone who needs to be able to create and manage account-level integrations, for example, but does not need to have access to your account billing settings. Or, perhaps you want to give a subset of your users access to a specific task, such as the ability to set advanced estimates for capacity planning at the team level.
In these situations, if you are an Enterprise+ customer, you can create a custom user role.
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Overview
There are two types of custom roles:
Custom account roles allow a user to configure account-level settings at User menu -> Settings → Account.
Custom workspace roles allow a user to configure workspace-level settings at User menu -> Settings → Workspace.
When a user has more than one role, the permissions are additive. Their access includes all permissions from their combined set of roles.
For example, a billing administrator may also need access to another account-level permission such as Account → Profile. You can apply the preconfigured billing administrator role along with a custom account role that includes permission to the Profile page.
To assign a custom workspace role, the assignee must be at least a contributor for a workspace.
Custom workspace roles include record‑level permissions. These permissions let you control which users can perform certain actions on records, while others can still view and collaborate. Use record permissions when you want to control who can perform high‑impact actions on records, such as:
Creating or converting records
Copying or moving records
Deleting records
Performing bulk updates on records
Custom workspace roles require a paid seat. A user must be in a paid seat in order to be assigned a custom workspace role.
The options to assign custom roles only appear after you have created at least one custom role. This is true for both account custom roles and workspace custom roles.
Create an account-level custom role
Account-level custom roles apply at the account level and focus on access to account settings pages only, but not record-level or workspace-specific permissions.
To create a custom account role and assign it to a user:
Navigate to User menu -> Settings → Account → Custom roles. You will need to be an administrator with billing privileges to do this.
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Select Add account role.
Enter a clear, descriptive name for your role.
Enable the permissions that you want associated with your account role. Each permission aligns directly to a page in account settings.
Click Add role.
Assign the role to a user. Navigate to User menu → Settings → Account → Users and choose the user.
Select the new role from the Custom account role dropdown, then click Save.
Create a workspace-level custom role
Workspace custom roles apply at the workspace level. They control which workspace settings pages a user can access, as well as record permissions and other permissions that govern what users can do with records and workspace-specific actions.
To create a custom workspace role and assign it to a user:
Navigate to User menu -> Settings → Account → Custom roles. You must be an administrator with billing privileges to do this.
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Select Add workspace role. This opens a full‑screen modal with tabs.
Enter a clear name for your workspace role.
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Use the tabs to configure the role:
Settings access: Control access to workspace settings pages.
Record permissions: Control which record-level actions users with this role can perform.
Other permissions: Configure any additional workspace‑specific permissions.
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Configure record-level permissions on the Record permissions tab.
For each record type and action, select whether users with this role can perform the action.
Disable actions that you want to reserve for a smaller group of users, such as deleting or copying records.
Click Add role.
Assign the role to a user. Navigate to User menu → Settings → Account → Users and choose the user.
In the dropdown next to the workspace where you want the custom workspace role applied, choose the custom workspace role and click Save.
When you adjust record permissions in a workspace role, those settings take effect wherever users with that role interact with records in that workspace.
When you disable a record type for a custom role, users with that role cannot edit that record type. This includes record details, bulk update, and any other place where an action would normally appear.
If you get stuck, please reach out to our Customer Success team. Our team is made up entirely of product experts and responds fast.