Administrationbeginner6 min read

Roles

Roles let administrators control user access and permissions based on job responsibilities, ensuring secure and role-based access to DotlyMaps.

Last updated July 31, 2026

Overview

The Roles feature in DotlyMaps allows administrators to assign specific access levels and responsibilities to users within the organization. Roles define what actions users can perform and what areas of DotlyMaps they can access based on their job responsibilities.

By assigning appropriate roles, organizations can ensure users have the required permissions while maintaining control over sensitive data and platform settings.

Why it matters

Different team members require different levels of access based on their responsibilities. Roles help organizations manage user permissions efficiently, improve security, and ensure users only access the features and data relevant to their work.

With role-based access control, administrators can maintain better data governance while enabling teams to perform their tasks effectively.

When to use

Use Roles when you need to:

  • Assign access levels to new users.
  • Control user permissions based on job responsibilities.
  • Ensure users only access relevant DotlyMaps features.
  • Manage different responsibilities across teams.
  • Update user access when roles or responsibilities change.

Prerequisites

  • An active DotlyMaps organization.
  • Administrator access to manage users and roles.
  • Users created within the organization.
  • Defined access requirements for each user.

Available Roles

DotlyMaps supports different roles to match organizational responsibilities:

Administrator

  • Has full access to DotlyMaps settings and features.
  • Can manage users, roles, permissions, and organization configurations.
  • Responsible for overall system administration.

Sales Manager

  • Manages sales-related activities and customer data.

  • Can access mapped sales records and monitor team activities.

  • Helps analyse customer locations and sales opportunities.

Operational Manager

  • Oversees operational activities and field operations.

  • Can manage location-based workflows and monitor operational data.

  • Supports efficient planning and resource management.

Field Supervisor

  • Manages field teams and assigned activities.

  • Uses map insights for monitoring locations, visits, and tasks.

  • Helps coordinate field operations.

Accountant

  • Accesses relevant financial or account-related information.

  • Supports location-based analysis related to accounts and business records.

Step-by-step guide

  1. Open your DotlyMaps workspace.
  2. Navigate to Settings.
  3. Go to Admin & Access → Users & Roles.
  4. Locate the required user from the user list.
  5. Open the Role dropdown menu.
  6. Select the appropriate role for the user.
  7. Save the changes.
  8. The user's access will be updated according to the assigned role.

Example

A company adds a new field team member who needs access to customer locations and assigned activities but does not require administrative controls. The administrator assigns the user the Field Supervisor role, allowing them to perform field operations while restricting access to system settings.

Best practices

  • Assign roles based on actual job responsibilities.

  • Avoid providing administrator access unnecessarily.

  • Review user roles regularly to maintain proper access control.

  • Update roles whenever user responsibilities change.

  • Follow the principle of least privilege to improve data security.

Troubleshooting

User cannot access required features

  • Verify that the correct role is assigned.

  • Review the permissions associated with the role.

  • Confirm the user account is active.

User has access to unnecessary features

  • Check the assigned role.

  • Update the user's role based on their responsibilities.

  • Review permission settings.

Role changes are not reflected

  • Refresh the DotlyMaps workspace.

  • Confirm the changes were saved successfully.

  • Ask the user to log in again to apply updated access.

FAQ

Can I change a user's role after creating the account?

Yes. Administrators can update user roles anytime from the Users & Roles section.

Who can manage roles in DotlyMaps?

Only users with administrator access can manage roles and user permissions.

Do roles affect CRM data?

Roles control access within DotlyMaps and do not modify the original CRM records.

Can multiple users have the same role?

Yes. Multiple users can be assigned the same role based on their responsibilities.