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User Permissions

How to set up specific roles with granular permissions within your team

Fred Westling avatar
Written by Fred Westling
Updated over a week ago

Setting up Granular User Permissions in BuiltView

BuiltView allows you to create custom roles with specific permissions for each user. This allows you to control who can access certain features within your project and ensures that everyone has the right level of access to complete their tasks.

Using the custom role feature, you can add restrictions to specific users within the team, or limit particular actions for everyone. For example, if you don't want anyone in the team to be able to create custom tags (outside the approved Team Tags list), you can create a custom role with all permissions allowed except the option to create custom tags.

Creating Custom Roles

To create a custom role, go to the Team Settings page and click on Roles. From there, click on Create Role. You can also duplicate an existing role if you just want to slightly vary existing roles.

By default, teams have two roles - member and guest. Members can do everything in a team, while guests can only view and upload content (they cannot edit or delete existing content that they did not upload).

A screenshot of the team settings page on the roles tab, where you can see your existing roles or create new ones

You can then give the role a name and a description, to help you remember what the role represents and when it should be used.

Next, select the permissions you want to assign to the role. This can include permissions for viewing or editing specific items in a project, as well as permissions for creating or deleting items.

Screenshot of the custom role creation screen, where a user can specify which permissions the new role has access to

Permissions fall into four categories: media, team, project and organisation. For a team member, only media and team are relevant.

Assigning Roles to Users

Once you have created your custom roles, you can assign them to users in your team. To do this, go to the Members tab in the team settings and click on the user that you want to assign a role to. From there, select the Roles tab and click on Add Role. You can then select the role you want to assign to the user.

A screenshot of the team member screen, showing how you can assign custom roles to users.

You can also invite new users with the created role

A screenshot of the team member invite section, showing how you can invite a user with a custom role

Project user roles

In the same way as with teams, you can create custom roles for project users. When you do this, you can also specify media and team permissions as well as project permissions, and these will then cascade down to all teams within the project. So, if you assign all users in a project to a custom role which does not include the "Create custom tags" permission, then no user in any team within the project will be able to add tags that aren't in the approved team tags list, regardless of their team role.


By setting up granular user permissions in BuiltView, you can ensure that everyone in your project has the right level of access to complete their tasks. Whether you need to control who can view certain items or who can edit specific parts of your project, custom roles can help you achieve your goals.

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