Create and Manage Permission Profiles
A permission profile (also called a role) controls what a team member can see and do in Outdoo: which pages they can open, whose calls they can access, what actions they can take on those calls, and which settings they can manage. Every team member has one permission profile in each workspace they belong to.
Outdoo comes with a set of standard roles that cover common needs. When a standard role doesn't fit, you can create a custom role and choose exactly which permissions it includes.
Go to Settings > People Settings > Permission Profiles to view and manage roles.
Standard roles and custom roles
Standard roles are provided by Outdoo and are marked with a Default badge in the list. Examples include Admin, Manager, Employee and Viewer. You can open a standard role to see what it allows, but you can't edit or delete it. Standard roles are view-only.
Custom roles are roles your company creates. You can edit, duplicate or delete them at any time. The list shows when each custom role was last updated and by whom.
For a summary of what each standard role can do, see the User roles and permissions guide and the User roles and permissions guide for AI Roleplay.
Permission profiles are set per workspace
Permission profiles belong to a workspace. A banner at the top of the page shows which workspace you're viewing. To manage the roles of another workspace, click (change workspace), pick the workspace and click Switch workspace.
Who can manage permission profiles
Permission Profiles is available to:
- Team members marked as Technical Administrator.
- Team members whose role has Manage users turned on (under Business access).
The same permission also gives access to Team Management.
Create a custom role
- Go to Settings > People Settings > Permission Profiles.
- Click Add Role.
- Under Role details, enter a Name (required) and an optional Description that explains who the role is for.
- Work through the permission sections and turn on what this role needs. Use the side menu to jump between sections. Sections made of on/off permissions, such as Business access and the call actions sections, also have a switch that turns all of their permissions on or off at once.
- Click Create role.
The new role appears in the list and can be assigned to team members right away.
Edit a custom role
- In the list, click the role, or click the three-dot menu next to it and select Edit.
- Change the name, description or permissions.
- Click Save changes.
Changes apply to every team member who has that role.
Duplicate a role
Duplicating is the quickest way to create a role that is similar to one you already have.
- Click the three-dot menu next to a custom role and select Duplicate.
- Outdoo opens a copy with all the same permissions, named "<role name> - Copy".
- Rename it, adjust the permissions and click Create role.
Delete a custom role
- Click the three-dot menu next to the role and select Delete.
- Confirm in the Delete role window.
Deleting a role can't be undone. Standard roles can't be deleted.
What you can control in a role
All permissions are set in a single role form, and the sections below are listed in the order they appear. Many permissions carry a Conversations badge (real customer calls), a Roleplay badge (practice), or both, so you can see what each one covers. If your plan doesn't include conversations or roleplay, the permissions for it are shown as read-only, with a note explaining why.
Business access
Top-level permissions shared across the workspace:
- Billing
- Manage users (gives access to Team Management and Permission Profiles)
- Allow data export (export data from lists and reports)
Page access
Choose which pages the role can open. Turning on a group turns on every page inside it.
- Practice: Roleplay Agents, Courses, Call Blitz, AI Tutor, History
- Real Calls: Calls, Library, Streams
- Opportunities: Pipelines, Insights
- CRM Automation
- Performance
Real call access
Choose whose real customer calls the role can access: No access, All, Their manager's teams, People who report to them, Their own, Specific users, Specific teams or Specific labels.
Real call actions
Actions the role can take on real calls it can access: Score calls, Regenerate AI scorecard, Link AI scorecard to call, Generate follow-up email, Associate CRM assets to call, Manage speakers in calls, Run playbooks on call, Regenerate insights, Share calls, Set owned calls as private, Create snippets, Schedule impromptu meetings, Download media, Copy media, Change call title, Delete calls, Associate labels, Comment on calls, Access call media, View transcript and Manual upload.
Library access
Choose which company library folders the role can open (None, All or Selected folders only), and whether it can Create folders, Edit folders and Archive folders.
Streams access
Choose which streams the role can open (None, All or Selected streams only), and whether it can Create folders, Edit folders and Archive folders.
Practice call access
Choose whose practice calls the role can access, using the same options as real call access.
Practice call actions
Actions the role can take on practice calls it can access: Copy media, Share calls, Change call title, Delete calls, Manual upload, Download media, Access call media, Associate labels, View transcript, Comment on calls and Regenerate AI scorecard.
Agent access
Choose which roleplay agents the role can access (No access, All agents, Specific tags or Specific folders), and whether it can Create and Manage agents and Embed agents.
Performance access
Choose whose data the role can see on the Performance page, using the same options as call access.
Management
Settings the role can manage: Manage scorecards, Manage courses, Manage batches, Manage call blitz, Manage roleplay types, Manage scenarios, Manage workflows, Manage resources, Manage trackers, Manage AI questions, Manage vocabulary, Manage categories and Manage labels. Each item has a Conversations or Roleplay badge (or both) showing what it applies to.
AI assistant
AI features available to the role: Generate agent, Generate scorecard and Chat with AI.
Permissions that depend on each other
Some permissions only work together, so Outdoo keeps them consistent as you make changes and tells you what it changed. For example:
- Real call actions need the Calls page and a real call access level other than No access.
- Practice call actions need the History page.
- Agent access, Create and Manage agents, Embed agents and Generate agent need the Roleplay Agents page.
- Generate scorecard needs Manage scorecards.
- Regenerate AI scorecard needs Link AI scorecard to call.
If you limit access to specific users, teams, labels, tags, folders or streams, select at least one item. Otherwise Outdoo won't save the role and points you to the field that needs attention.
Assign a role to team members
You assign roles in Team Management, one per workspace.
- Go to Settings > People Settings > Team Management.
- Click Add Member to add someone new, or open an existing team member to edit them.
- Select the Home Workspace. It must have a permission profile.
- For each workspace the team member should use, choose a permission profile from the dropdown next to it. The dropdown lists that workspace's roles, including custom ones. Leave a workspace as No access if they shouldn't use it.
- Click Add Member or Save Changes.
If your plan is billed per user and a role change uses a new paid license, Outdoo asks you to confirm the billing change before saving. For more on adding team members, see Add or Manage Team Members.
FAQs
Can I edit a standard role?
No. Standard roles are view-only. To change what a standard role allows, duplicate a similar custom role or create a new one, then assign it to the team members who need it.
Can I duplicate a standard role?
The Duplicate option is available on custom roles. To start from a standard role's permissions, open it to review what it allows, then click Add Role and turn on the same permissions.
What happens to team members when I edit their role?
The new permissions apply to everyone who has that role. You don't need to reassign it.
Can a team member have different roles in different workspaces?
Yes. The team member has a separate permission profile in each workspace, and each workspace keeps its own list of roles.
Why are some permissions greyed out?
Either the role is a standard role (view-only), or the permission covers conversations or roleplay and that isn't included in your plan. In that case a note in the section explains it.
Why did Outdoo turn a permission on or off by itself?
Some permissions depend on others. When you change one, Outdoo updates the related permissions and shows a message explaining what changed.
I can't see Permission Profiles in Settings. Why?
You need the Manage users permission or the Technical Administrator setting. Ask an admin in your company to update your role.
Hope this article was helpful. For any queries, please write to support@outdoo.ai