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Create a custom role when the built-in roles are too broad or too limited. Give it a clear job-based name, select the required permissions, and assign it to the appropriate members. Avoid creating a unique role for every person. Reusable roles are easier to audit and update. Changing a custom role changes access for every member assigned to it. Review those assignments before saving a major permission change.

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Create a custom role

  1. Open workspace roles or member permission settings.
  2. Choose Create custom role.
  3. Give it a job-based name such as Campaign analyst.
  4. Select the minimum resource permissions required.
  5. Save and assign it to a test member.
  6. Verify the intended views and actions before wider assignment.

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Maintain the role

Review assigned members before adding or removing a permission. A single role edit can expand or reduce access for everyone using it. Prefer a small set of clear reusable roles over many near-duplicates. Document why sensitive permissions are included. Delete an unused custom role only after moving every assigned member to another appropriate role.

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Frequently asked questions

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Does editing a role affect existing members?

Yes. Every member assigned to the role receives the updated permission set.

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Can a custom role replace ownership?

No. Owner-level safeguards and responsibilities remain separate from ordinary resource permissions.

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What is a good role name?

Use a stable job or responsibility, such as Link analyst or Campaign editor, instead of one person’s name.

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Should every permission be enabled initially?

No. Start with least privilege and add access only after a tested workflow requires it.