Create and Manage Permission Profiles
A permission profile 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 default profiles that cover common needs. When a default profile doesn't fit, you can create a custom profile and choose exactly which permissions it includes.
Go to Settings > People Settings > Permission Profiles to view and manage permission profiles.
Default and custom profiles
Default profiles are provided by Outdoo and marked with a Default badge in the list. Examples include Admin, Manager, Employee and Viewer. You can open a default profile to see what it allows. Default profiles can't be edited or deleted.
Custom profiles are profiles your company creates. You can edit, duplicate or delete them at any time. The list shows when each custom profile was last updated and by whom.
For a summary of what each default profile 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 see the profiles of another workspace, click Change Workspace, pick the workspace and click Show Profiles.
Who can manage permission profiles
Permission Profiles is available to:
- Team members marked as Technical Administrator.
- Team members whose permission profile has Manage users turned on (under Business access).
The same permission also gives access to Team Management.
Create a custom profile
- Go to Settings > People Settings > Permission Profiles.
- Click New Profile.
- Under Role details, enter a Name (required) and an optional Description that explains who the profile is for.
- Work through the permission sections and turn on what this profile 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 Profile.
The new profile appears in the list and can be assigned to team members right away.
Edit a custom profile
- In the list, click the profile, 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 profile.
Duplicate a profile
Duplicating is the quickest way to create a profile that is similar to one you already have.
- Click the three-dot menu next to a custom profile and select Duplicate.
- Outdoo opens a copy with all the same permissions. A copy of "Sales Manager" is named "Sales Manager - Copy".
- Rename it, adjust the permissions and click Create Profile.
Delete a custom profile
- Click the three-dot menu next to the profile and select Delete.
- Confirm in the Delete Permission Profile window.
Deleting a profile can't be undone. Default profiles can't be deleted.
What you can control in a profile
All permissions are set in a single profile form, and the sections below are listed in the order they appear. Many permissions carry a Real Calls badge (real customer calls), a Practice badge (practice calls), or both, so you can see what each one covers. Hover a badge to see what it applies to. If your plan doesn't include Revenue Intelligence or AI Roleplay, the permissions for it are shown as read-only, with a note explaining why.
Business access
Top-level permissions shared across the workspace:
- Manage billing
- Manage users (gives access to Team Management and Permission Profiles)
- Export data (download data from lists and reports)
Page access
Choose which pages people can open. Selecting a group turns on every page in it.
- Practice: Roleplay Agents, Courses, Call Blitz, AI Trainer, History
- Real Calls: History, Library, Streams
- Opportunities: Pipelines, Insights
- CRM Automation
- Performance
Real call access
Choose whose real customer calls people can access: No access, All calls, Their manager's team, People who report to them, Only their own, Specific users, Specific teams or Calls with specific labels.
- Their manager's team: their own calls, their manager's calls, and calls from everyone else who reports to that manager. Doesn't include people who report to them.
- People who report to them: their own calls and calls from people who report directly to them. Doesn't include their manager.
Real call actions
Actions people can take on the real calls they can access: Score calls, Regenerate AI scorecard, Link AI scorecard to call, Generate follow-up email, Link CRM records to calls, Fix speakers, Run CRM Automation on calls, Regenerate insights, Share calls, Make their own calls private, Create snippets, Record a call, Play recordings, Download media, Copy media, Rename calls, Delete calls, Add labels to calls, Comment on calls, View transcript and Upload calls.
- Fix speakers lets people match voices to the right people on a call. Saving regenerates the call's insights.
- Record a call is the Record a Call shortcut on Home.
Library access
Choose which company library folders people can open (No access, All folders or Selected folders only), and whether they can Create folders, Edit folders and Archive folders.
Streams access
Choose which streams people can open (No access, All streams or Selected streams only), and whether they can Create folders, Edit folders and Archive folders. Inside a stream, people only see the calls their Real call access allows.
Practice call access
Choose whose practice calls people can access. The options are the same as Real call access, with All practice calls instead of All calls.
Practice call actions
Actions people can take on the practice calls they can access: Copy media, Share calls, Rename calls, Delete calls, Upload calls, Download media, Play recordings, Add labels to calls, View transcript, Comment on calls and Regenerate AI scorecard.
Agent access
Choose which roleplay agents people can access (No access, All agents, Agents with specific tags or Agents in specific folders), and whether they can Manage agents and Embed agents. Manage agents needs Agent access set to All agents.
Performance access
Choose whose data people can see on the Performance page. The options are the same as Real call access, with Everyone instead of All calls.
Management
Settings people 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 Real Calls or Practice badge (or both) showing what it applies to. Manage labels is Real Calls only.
AI assistant
AI features people can use: 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 Real Calls History page and a real call access level other than No access.
- Practice call actions need the Practice History page.
- Agent access, 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 profile and points you to the field that needs attention.
Assign a permission profile to team members
You assign permission profiles 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 permission profiles, 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 profile 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 default profile?
No. Create a new profile with the permissions you need, or duplicate a similar custom profile, then assign it to the team members who need it.
Can I duplicate a default profile?
No, Duplicate is only on custom profiles. Open the default profile to review it, then click New Profile and turn on the same permissions.
What happens to team members when I edit their profile?
The new permissions apply to everyone who has that profile. You don't need to reassign it.
Can a team member have different profiles in different workspaces?
Yes. The team member has a separate permission profile in each workspace, and each workspace keeps its own list of profiles.
Why are some permissions greyed out?
Either it's a default profile (can't be edited), or your plan doesn't include Revenue Intelligence or AI Roleplay. 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.
Why do I see a message that I don't have access to a page?
The message names the permission you're missing. Ask an admin in your company to update your permission profile.
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 permission profile.
Hope this article was helpful. For any queries, please write to support@outdoo.ai