Articles on: Team Management

How to Create a Custom Role

How to Create a Custom Role

Create a custom role with a specific set of permissions, then assign it to team members to control what they can access.

Before You Start

Before you can assign a custom role, you'll need a team member to assign it to. If you haven't added anyone yet, see How to Invite Team Members.
Custom roles are managed from the Team Management page. To access it, go to your Dashboard → profile icon → Team management, or use the left sidebar → Team management. You can also go directly to app.prospeo.io/team?tab=roles.

Steps

  1. On the Team Management page, click the Roles tab, then click Create role in the top right.

  1. Enter a Role name (for example, "Sales Manager").

  1. Under Permissions, toggle on the categories and check the specific permissions you want this role to have. You can also click Allow all to grant every permission at once.


The available permissions are grouped into the following categories:

FINANCE & BILLING
Billing

  • View billing — Allows viewing billing details, invoices, and subscription information
  • Manage billing — Allows modifying billing settings, upgrading plans, and managing payment methods



DEVELOPER & API
API

  • View API keys — Allows viewing existing API keys and their details
  • Create API keys — Allows generating new API keys for programmatic access
  • Delete API keys — Allows revoking and deleting existing API keys
  • View API usage — Allows viewing API usage statistics and rate limit information
  • View & download API logs — Allows viewing and downloading API request logs


INTEGRATIONS
Integrations

  • Connect/disconnect integrations — Allows connecting and disconnecting third-party integrations
  • Push to CRM — Allows pushing contact data to connected CRM systems
  • Manage push settings — Allows configuring field mappings and push settings for integrations
  • View push logs — Allows viewing logs of data pushed to integrations


ENRICHMENT & SEARCH
CRM Enrichment

  • Start CRM enrichment — Allows starting CRM enrichment jobs to enrich existing CRM data
  • View team CRM enrichment history — Allows viewing the enrichment history of all team members
  • Configure auto CRM enrichment — Allows setting up automatic CRM enrichment rules


CSV Enrichment

  • Start CSV enrichment — Allows uploading and enriching CSV files with contact data
  • View team CSV enrichment history — Allows viewing CSV enrichment history for all team members


Search

  • Run person search — Allows running people search queries to find contacts
  • Run company search — Allows running company search queries to find organizations
  • Export search to CSV — Allows exporting search results to CSV files
  • View team export history — Allows viewing search export history for all team members


Lists

  • Create lists — Allows creating new contact lists
  • View team list stats — Allows viewing statistics of lists created by other team members
  • Modify team lists — Allows editing and modifying lists created by other team members
  • Delete team lists — Allows deleting lists created by other team members


ADMINISTRATION
System Logs

  • View system logs — Allows viewing system activity logs for the team


Team members

  • Invite team members — Allows sending invitations to new team members
  • Remove team members — Allows removing existing members from the team
  • Set member credit limits — Allows setting credit usage limits for team members
  • Force logout team members — Allows forcing a team member to log out of all sessions


Roles & Permissions

  • View roles — Allows viewing the list of roles and their permissions
  • Create roles — Allows creating new custom roles with specific permissions
  • Edit roles — Allows modifying the name and permissions of existing roles
  • Delete roles — Allows deleting custom roles from the team
  • Assign roles — Allows assigning roles to team members


Team MFA

  • Manage team MFA — Allows managing multi-factor authentication settings for the team


  1. Once you've selected the permissions for this role, click Save.

  1. Your new role will now appear under Custom Role on the Roles tab, where you can Edit role or delete it at any time.

Assigning a Custom Role to a Team Member

You can assign a role when you first invite a team member (see How to Invite Team Members for the invite process), or set and update it at any time afterward. To assign or change someone's role, go to the Team members tab and select the dropdown box beside their name, then choose the role.

FAQs


What's the difference between a System Role and a Custom Role?

System Roles (like Admin and Member) are built into Prospeo and can't be edited. Custom Roles are ones you create with your own specific set of permissions.


Can I edit a custom role after creating it?

Yes. Go to the Roles tab, find the role under Custom Role, and click Edit role to change its name or permissions.


Who can create custom roles?

Team members whose role includes the Create roles permission under Roles & Permissions, such as an Admin.


Do I need to assign permissions one by one?

No. You can toggle an entire category on, or use Allow all to grant every permission, then uncheck any you don't want.


Can I assign a custom role to multiple team members?

Yes. The same custom role can be assigned to as many team members as you like. Just repeat the assignment process from the Team members tab for each person.

Updated on: 19/06/2026