Overview
User Roles in Redlist define what a user can see and do within the system. Every user must be assigned at least one role, and that role determines their access level across all modules. Administrators can create custom roles tailored to their team's responsibilities and configure the exact permissions for each role from the Permissions tab.
Accessing User Roles
From the navigation, click Settings, then click User Roles/Permissions. Click the User Roles tab.
How to Create a User Role
Click the Add User Role button in the top right
Enter a Role Name (required) — this name must be unique
Optionally select a role from the Role Permissions to Copy From dropdown to start with the same permissions as an existing role
Click Create
Note: After creating the role, navigate to the Permissions tab to configure exactly what this role can access.
How to Edit a User Role
Click the row of the role you want to rename
Update the Role Name field
Click Save
Note: The built-in Administrator role cannot be edited or deleted. It is protected by the system.
How to Delete a User Role
Click the row of the role you want to remove
Click Delete
When prompted, click Confirm to confirm
Important: Deleting a role removes it from all users currently assigned to it. Review which users have this role before deleting it to avoid unintentionally removing access.
How to Export User Roles
Click the Export button in the top right
A file will be downloaded containing the current list of user role
How to Search for a Role
Use the Search bar at the top of the table to search by role name
Best Practices
Name Roles by Function: Use names that reflect what the role does, such as "Maintenance Technician," "Purchasing Manager," or "Read Only" — this makes it easy to assign the right role to new users without guessing.
Copy Permissions When Creating Similar Roles: Use the Role Permissions to Copy From option to start a new role with an existing role's permissions, then adjust as needed rather than building from scratch.
Limit the Number of Roles: Too many roles with slight variations make administration difficult — consolidate where possible and use the Permissions tab to fine-tune access.
Review Roles Periodically: As your team and workflows evolve, audit your roles to ensure they still reflect how people are actually working.
Troubleshooting
Issue: The role name field shows a duplicate error
Solution: Each role name must be unique — search the role list to find the existing role with that name.
Each role name must be unique — search the role list to find the existing role with that name
Choose a different, more specific name for your new role
Issue: A deleted role is still showing on user records
Solution: Open the affected user records to confirm the role no longer appears — it may not have been fully deleted.
Open the affected user records and confirm the role no longer appears in their User Roles field
If the role is still visible, it may not have been deleted — return to the User Roles tab and verify
Issue: Cannot delete a role
Solution: The role may be the protected Administrator role, or your account may not have permission to delete roles.
Confirm the role is not the protected Administrator role — that role cannot be deleted
Verify your user role has permission to manage user roles
Contact your administrator if the delete button is not available
Summary
User Roles are the foundation of access control in Redlist. Create roles that map to your team's real responsibilities, configure their permissions on the Permissions tab, and assign them to users from the Users tab. Keeping your role library clean and well-named makes ongoing user management straightforward.