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Users and roles

Everyone who works in your company appears in Brain > Settings > People & access > Users, whether or not they use Brain yet. From there you activate the people who need Brain and pick their role. Roles bundle permissions, one or more for each section of Brain, so each person sees exactly the sections their role opens.

By default only an Owner can activate people, assign roles and edit roles. Admins can see users and roles and manage the rest of Brain's settings.

Note
Brain users are the same people as your Nucleo users. To invite someone to Nucleo, or to remove their access, see Adding people and Managing people and companies.

Read the users list

In Nucleo, go to Brain > Settings > People & access > Users. The title counts the people in the team, the active users and the people still to activate.

ColumnWhat it shows
PersonName and email.
TeamEmployee, Contractor or Intern, from Team, or Not in the team for a user who isn't a team member.
Brain userActive or Not active.
RolesThe roles an active user holds.

Filter the list with All, To activate or Active, and use Search person or email… to find someone.

Activate a user

Steps

  1. In Nucleo, go to Brain > Settings > People & access > Users.
  2. Click To activate.
  3. On the person's row, pick a Role. It starts on Read-only.
  4. Click Activate.

The person can use Brain straight away. Anyone who doesn't have a Nucleo account yet receives an invitation email.

Note
To remove someone's access to Nucleo, use Users under your organization at the top of the Settings panel, which company admins also reach from Company settings in their user menu. See Managing people and companies.

Roles that come with Brain

Brain comes with these roles. Owner and Admin are system roles: their permissions can't be changed. The others are starting points that you can adjust to your company.

RoleWhat it is for
OwnerEverything, including users, roles and every future permission.
AdminEverything except editing roles and assigning them.
Sales ManagerThe whole sales pipeline, including deleting records, approving quotes and signing contracts; projects in read-only.
Sales RepTheir own leads, deals, quotes and contracts, without deleting or approving.
Project ManagerProjects, services and their owners, with contacts, companies and deals for context.
SpecialistTasks and the context around them: contacts, companies, projects and services.
Web ManagerYour websites in CMS, with Knowledge and the CRM for context.
Customer CareInbox and chat, contacts and companies, and support tasks. No deals, quotes, contracts or finance.
Content EditorWebsite content in CMS, without publishing.
Read-onlySees the CRM without changing anything, and without AI tools. Finance and Fleet stay hidden.

Every working role includes the permission to use Atomo. Finance, Fleet and privacy requests are open only to Owners and Admins, unless you add them to a role.

Create a custom role

Steps

  1. In Nucleo, go to Brain > Settings > People & access > Roles. The page is called Roles & permissions.
  2. Click New role.
  3. Enter the Role name and, optionally, a description.
  4. Click Create role.
  5. Open the new role from the list.
  6. Tick the permissions the role should grant. Permissions are grouped by section of Brain; use Select all or Clear all to set a whole section at once.
  7. Click Save permissions.

To rename a role or change its description, open it and click Edit. The list shows each role's number of permissions and users.

Give a role to people

Steps

  1. In Nucleo, go to Brain > Settings > People & access > Roles, and then open the role.
  2. In the Users panel, pick a person in Add a user to this role…. The list shows each person's current roles.
  3. Click Add.

A person can hold several roles: their permissions add up. To take a role away, click Remove next to the person in the role's Users panel, and then click Confirm — remove this role. Removing someone's last role brings them back to Read-only.

Delete a custom role

In Brain > Settings > People & access > Roles, click the trash icon on the role's row, and then click Delete.

Note
A role that still has users can't be deleted. Move its users to another role first. System roles can't be deleted.

Considerations for users and roles

  • Sections a role can't open disappear from the sidebar, and a direct link to them opens the Home page instead.
  • Reports follow the permission of their area. See Reports.
  • The people who can approve and send documents to clients are chosen per person, not per role, in Document templates.

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