User Roles and Permissions

Spiro allows Admins to set different permissions for data visibility of users under settings > User Administration. Here are the different permissions and what they mean: 

User Roles

Role can be defined by clicking on a users name under Settings > User Administration. You will see a drop down under the Role field where you can choose from the following data visibility rules:

Executive (All Data): 

  • View opportunities, contacts, and companies for all users in their organization
    • 'All Data' does not apply to seeing other users' email or calendar content
  • Can change ownership of companies, contacts and opportunities
  • Set reminders for all users in their organization
  • View reminders for all users

Manager: 

Assign individual users to a manager giving them visibility into their team's opportunities and activities

  • View opportunities for their team
  • View all contacts and companies in their organization
  • Can change ownership of companies, contacts, and opportunities for Sales Reps on their team.
  • Set reminders for all users in their organization

Sales Rep: 

  • View their individual opportunities only
  • View all contacts and companies in the organization
  • Set reminders for all users in their organization
  • Cannot change ownership of companies or contacts

Manager (Limited):

Assign individual users to a manager giving them visibility into their team's opportunities and activities

  • View their team's opportunities, contacts, and companies only
  • Can change ownership of companies, contacts, and opportunities for Sales Reps on their team
  • Set reminders for their team

Sales Rep (Limited):

  • View their individual opportunities, contacts, and companies only
  • Cannot set reminders for other users
  • Cannot change ownership of companies or contacts

Partner -- the most limited view in Spiro:

  • Visibility into only their contacts, companies, or opportunities
    • Cannot search for other user's contacts, companies, or opportunities
  • Create filters on list view only for contact, companies, or opportunities assigned to them
  • Create reminders only for themselves
  • No ability to change owners of contacts, companies, or opportunities

User Permissions

The following permissions can be defined by clicking on a users name under Settings > User Administration. You will see a drop down under the Admin field where you can choose if this user should have admin rights. Under the field Email/Calendar Visibility you can choose the calendar visibility access for the user from the drop down.

Admin: 

  • A user of any role can also be an Admin
  • Admins can make customizations to their organization's Spiro account
  • Admins can manage users (including inviting, deactivating and making another user an admin)
  • Admins can log in as any other user
  • Admins can run data imports and mass updates

Email / Calendar Visibility:

  • This controls who can see the content of this user's activities on the timeline
  • Options are: User only, User only and their manager, User group and their manager, Everyone has full access
  • When visibility is restricted, other users will still see the activity in the timeline but the Description will be [Access Restricted]

Company Settings for User Permissions

Business Entity Rules

Entity Business Rules give you more control over who in your organization has permission to create, update, and delete records, across all entities in Spiro. For example, this means you can disable the ability to delete companies while giving select users permission to do so.

These rules can be applied to companies, contacts, and opportunities, as well as any custom list and section entities you have created. You can:
  • Restrict the ability to create, update, delete, or export companies, contacts and opportunities
  • Restrict the ability to create, update, delete, export, or view custom entities.

To enable these rules and chose who has permission with these rules, go to settings > Company Settings > Entity Business Rules > Manage Rulesg

Teams Visibility

The Teams Visibility function is often used by organizations with limited visibility rules in place when there is still a need for collaboration across companies and deals. Admins can enable Teams under company settings. 

Once enabled, a new tab (list entity) will appear on the company record, where you can add existing users as additional team members. Once added, the new member will have all the same visibility rights as the owner of the company record. In the example below, the user Mookie Betts will be able to see all the company activities, related contacts, and related opportunities, even though they are not the owner of the Industrial Manufacturing Corp. company record.

If you have further questions about visibility rules, please reach out to support@spiro.ai