Overview

Custom roles let workspace admins tailor what each team member can see and do in Found. Instead of being limited to the three built-in system roles (admin, manager, staff), you can create your own roles — for example "Finance manager" or "Front-of-house staff" — that start from a base system role and then override individual permissions up or down.

Each custom role is defined by:

• A name and optional description

• A base role (admin, manager or staff) that the role inherits all permissions from

• A set of permission overrides that change specific permissions away from the base role's defaults

Any future features, changes or fixes added to the Found product are automatically applied to the role at the base role's default level.

Custom roles are scoped to a single workspace. Role names must be unique within the workspace.

Where to find it

Settings → Roles & permissions

The page shows two sections:

• System roles — admin, manager, staff

• Custom roles — roles created by your workspace

From this page you can create, view, edit and delete custom roles.

Rules and permissions

To work with custom roles you need:

• The custom roles feature to be enabled for your workspace (this is part of the Found Pro system).

• The relevant abilities on your user:

  • view custom roles — see the roles list

  • create custom roles — create a new role

  • manage roles — edit existing roles and their permissions

  • delete custom roles — remove a custom role

Additional rules enforced by Found:

• A custom role cannot be deleted while team members are still assigned to it. Reassign those members first.

• Role names must be unique within the workspace.

• System roles (admin, manager, staff) cannot be edited or deleted.

• Each permission can be set to one of three access levels (where applicable): no access, read only, or manage.

• Resetting a section removes all overrides under it and returns it to the base role's defaults.

How to create a custom role

1. Go to Settings → Roles & permissions.

2. Click Create new role.

3. Enter a name (e.g. "Finance manager") and an optional description.

4. Choose a base role — admin, manager or staff. The new role starts with all permissions from this base.

5. Adjust permissions in the permissions tree. Each change is counted as an override and shown in the override badge.

6. To return a single permission to the base default, use the reset action on that row. To clear every override, use reset all.

7. Click Save to create the role.

To edit a role, open it from the roles list and change name, description, base role or overrides. Changing the base role clears all overrides because the inherited defaults change.

To delete a role, open the row's delete action and confirm. This is blocked if the role still has members.

To assign a custom role to a team member, edit the team member and choose the custom role in the role field, the same way you would for a system role.

Module configurations

The permissions available in the role editor depend on which Found modules your workspace has enabled. Below is what changes for each configuration.

CRM only

When only the CRM module is enabled, the role editor hides permissions that depend on other modules.

Available permission areas include:

• Contacts

• Reporting (CRM reporting and Found insights)

• Marketing caps for care home and home care locations

• Enquiry-related areas: enquiries, archive, waiting list, phone recording

• Integrations such as call tracking and outbound call tracking

• Standard system settings (team, integrations, automations)

Not available:

• Occupancy permissions (rooms, room moves, occupancy timeline, etc.)

• Billing permissions (invoicing, fee schedules, contributions, etc.)

Typical custom roles for this configuration:

• Enquiry coordinator (based on staff) with manage access on enquiries and contacts.

• Marketing manager (based on manager) with manage access on reporting and marketing caps.

CRM + Occupancy

With both CRM and Occupancy enabled, you also get the occupancy permission set in the editor.

Adds (on top of CRM only):

• Resident records and movement (admit, discharge, move room)

• Room and bed configuration

• Occupancy reporting

Not available:

• Billing permissions (invoicing, fee schedules, contributions)

Typical custom roles for this configuration:

• Home admin (based on manager) with manage access on residents and rooms, read only on enquiries.

• Front-of-house staff (based on staff) with read only on residents and enquiries.

CRM + Occupancy + Billing

This is the full configuration. All key permission area in the role editor is visible.

Adds (on top of CRM + Occupancy):

• Invoicing (draft, ready, send, void)

• Fee schedules and contract management

• Funder and payer permissions

• Billing reporting

Typical custom roles for this configuration:

• Finance manager (based on manager) with manage access on invoicing, fee schedules and billing reports, and no access on enquiries.

• Finance assistant (based on staff) with read only on invoicing and manage on draft invoices only.

Occupancy + Billing (no CRM)

When the CRM module is not enabled, the role editor hides the CRM-specific permission rows but still shows occupancy and billing.

Hidden permissions in this configuration:

• Enquiries (and sub-areas: archive, waiting list, phone recording)

• Marketing caps for care home and home care

• CRM reporting and Found insights

• Call tracking and outbound call tracking integrations

Available permission areas:

• Residents and room management

• Invoicing and fee schedules

• Funders, contracts and contributions

• Occupancy and billing reporting

• System settings (team, integrations, automations)

Typical custom roles for this configuration:

• Care home administrator (based on manager) with manage access on residents, rooms and invoicing.

• Billing clerk (based on staff) with manage access on invoicing only and no access on resident records.