--- title: "Create and Manage Permission Profiles" url: "https://help.outdoo.ai/en/article/create-and-manage-permission-profiles" language: "en" last_updated: "2026-11-10T18:01:58.243Z" --- # Create and Manage Permission Profiles Create custom permission profiles to control which pages, calls, actions and settings each team member can access in a workspace. A permission profile controls what a team member can see and do in Outdoo AI: 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 AI 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 **People Settings > Permission Profiles** to view and manage permission profiles. ## Default and custom profiles **Default profiles** are provided by Outdoo AI 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 [Default permission profiles guide](https://help.outdoo.ai/en/article/outdoo-ai-user-roles-permissions-guide) and [Default Permission Profiles for Practice Features](https://help.outdoo.ai/en/article/outdoo-ai-user-roles-permissions-guide-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 **Switch Workspace**, pick the workspace and click **Switch Workspace** again in the window. ## Who can manage permission profiles Permission Profiles is available to: - Team members marked as **Technical Administrator** in Team Management. - Team members whose permission profile has **Manage Team Members** turned on (under **Business Access**). The same permission also gives access to **Team Management**. ## Create a custom profile - Go to **People Settings > Permission Profiles**. - Click **Create Profile**. - Under **Profile 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. You can duplicate default profiles too. - Click the three-dot menu next to a profile and select **Duplicate**. - Outdoo AI 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 by clicking **Delete**. 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 Calls** 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 Team Members** (gives access to Team Management and Permission Profiles) - **Export Data** (download data from lists and reports) ### Page Access Choose which pages team members can open. Selecting a group turns on every page in it. - **Practice Calls:** 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 team members can access: No Access, All Calls, Manager's Team, Direct Reports, Own Calls Only, Specific Team Members, Specific Teams or Specific Labels. - **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. - **Direct Reports:** their own calls and calls from people who report directly to them. Doesn't include their manager. ### Real Call Actions Actions team members 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 team members 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 team members 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 team members can open (No Access, All Streams or Selected Streams Only), and whether they can **Create Folders**, **Edit Folders** and **Archive Folders**. Inside a stream, team members only see the calls their Real Call Access allows. ### Practice Call Access Choose whose practice calls team members can access. The options are the same as Real Call Access. ### Practice Call Actions Actions team members 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 team members can access (No Access, All Agents, Agents with Specific Tags, Agents in Specific Folders or Specific Agents), and whether they can **Manage Agents**, **Embed Agents** and **Embed AI Trainer**. Manage Agents needs Agent Access set to All Agents. **Embed AI Trainer** lets team members copy the embed code that adds an AI Trainer to Salesforce, an LMS or a website. It doesn't need Manage Agents. ### Performance Access Choose whose data team members can see on the Performance page. The options are the same as Real Call Access. ### Management Settings team members 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, Manage Labels and Manage Follow-up Templates (create, edit and delete follow-up email templates). Each item has a **Real Calls** or **Practice Calls** badge (or both) showing what it applies to. Manage Labels is Real Calls only. ### AI Assistant AI features team members can use: **Generate Agent**, **Generate Scorecard** and **Chat with AI**. ### Permissions that depend on each other Some permissions only work together, so Outdoo AI keeps them consistent as you make changes and tells you what it changed. For example: - Real Call Actions need the **History** page under **Real Calls** and a real call access level other than No Access. - Practice Call Actions need the **History** page under **Practice Calls**. - Agent Access, Manage Agents, Embed Agents and Generate Agent need the **Roleplay Agents** page. - **Embed AI Trainer** needs the **AI Trainer** page. Turning it on also turns the page on and shows "AI Trainer page turned on, because Embed AI Trainer needs it." Turning the AI Trainer page off turns it off and shows "Embed AI Trainer turned off, because it needs the AI Trainer 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 AI 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 **People Settings > Team Management**. - Click **Add Team Member** to add someone new, or click the three-dot menu on an existing team member's row and select **Edit Team Member**. - In the **Access Settings** card, pick the **Home Workspace**. It must have a permission profile. For a new team member, the **Employee** profile is pre-selected. - 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. Profiles that use a license on your plan show a **Billed** badge. Leave a workspace as **No Access** if they shouldn't use it. - Click **Add Team Member** or **Save Changes**. If your plan is billed per team member and the change needs a new paid license, Outdoo AI asks you to confirm the billing change before saving. The **Confirm Billing** window has a **Confirm and Bill** button. This happens only when you have no spare licenses left and the person is new to a billed profile or is moving from a profile that isn't billed to one that is. For more on adding team members, see [Add or Manage Team Members](https://help.outdoo.ai/en/article/add-or-manage-team-members). ## FAQs **Can I edit a default profile?** No. Duplicate a default or custom profile that is close to what you need, or create a new profile, then assign it to the team members who need it. **Can I duplicate a default profile?** Yes. Click the three-dot menu next to the default profile and select **Duplicate**, then adjust the copy and click **Create Profile**. **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. **Why does a team member see "You don't have access to this page"?** They opened a page that their permission profile doesn't include. This also happens when they open a direct link to a settings page they can't use. For a settings page, the message reads "You need permission to open" followed by the page name in quotes, with a **Back to Home** button. For other pages, it names the missing permission and says to ask your admin to update your permission profile. Edit their profile to turn on the matching page or setting, or assign a profile that includes it. Pages that every team member can open, such as Home and My Settings, are never blocked. **What happens to a team member who has no permission profile?** They can't open pages that need a permission. Access is denied by default: a team member with no permission profile in a workspace, or a page that isn't covered by their profile, is blocked. Only a few pages, such as Home, My Settings and My Profile, are always open. Settings pages open only if the profile includes a business permission or one of the Manage permissions (for example Manage Scorecards or Manage Resources). Assign a permission profile in Team Management to fix this. **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 AI turn a permission on or off by itself?** Some permissions depend on others. When you change one, Outdoo AI 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 Team Members** 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 ## Related articles - [Default permission profiles guide](https://help.outdoo.ai/en/article/outdoo-ai-user-roles-permissions-guide) - [Default Permission Profiles for Practice Features](https://help.outdoo.ai/en/article/outdoo-ai-user-roles-permissions-guide-ai-roleplay) - [Add or Manage Team Members](https://help.outdoo.ai/en/article/add-or-manage-team-members)