Custom Role Creator Recipes: 8 setups you can copy

Applies to: Roles are created and edited on web. Permissions are enforced on web, mobile and the API.  Audience: Account Admins Plan: All plans 

Eight common roles, each with the role to clone and the specific settings to change. Everything not mentioned stays as the cloned role had it.

These are starting points, not rules. For what any individual setting does, see the Permission reference in Custom Roles.

Setter

Books the appointment and hands it off.

• Clone: Sales Rep
• Records & Activities: Record Level Visibility on. Full View/Create/Update on Leads; no access to Companies or Contacts. Default Record Type = Lead, Default Activity Type = Visit.
• Activities: Scheduled activities — Create and Update on their own records, so they can book the appointment the closer will run.
• Export: Record Export and Activity Export off.
• Bulk Actions: Bulk Change Stage off — stage movement belongs to the closer.
• Why: the setter's whole job is the top of the funnel. Narrowing them to Leads removes every screen that isn't that.

Closer

Runs the appointment and owns the outcome.

• Clone: Sales Rep
• Records & Activities: View scoped to Within assigned teams/territories so they can pick up the setter's work. Full Update, including stage movement.
• Activities: Completed activities — On all visible records, so they can read what the setter did before walking in.
• Reporting: My Reports = Manage Own, so they can track their own close rate without the full Dashboard.
• Why: the closer needs the history the setter created. Paired with the Setter recipe above, the handoff stops depending on anyone remembering the rules — the setter's access ends where the closer's begins.

Team Lead

Still carries a bag, but runs a handful of reps.

• Clone: Sales Rep — then add management on top. (Cloning Manager and stripping it back usually leaves more access than you wanted.)
• Access Management: Teams — View and Assign scoped to Within assigned teams/territories. User Management off unless they genuinely onboard people.
• Records & Activities: View and Completed activity View scoped to Within assigned teams/territories.
• Reporting: Rep Overview on. Account Overview off — they lead a team, not the org.
• Why: this is the role that had nowhere to sit before. Manager was too much, Sales Rep was too little.

Canvasser

Door-to-door, volume over context.

• Clone: Sales Rep
• Records & Activities: View = Assigned to user + Ghost records, so they can see which doors are already worked without seeing whose or what happened there.
• Completed activities: Reset Activity Visibility on Reassignment = on. Every reassignment gives the new canvasser a clean slate.
• Export: both off.
• Other: Edit Own Profile Information = off, so credentials stay with admins.
• Why: the fresh-perspective motion. A door marked "not interested" three months ago shouldn't shape how the next person knocks it.

Billing Contact

A CFO or finance lead who never touches a record.

• Clone: Sales Rep, then turn nearly everything off. (Start from the most restrictive role, not the least.)
• Records & Activities: every scope set to Assigned to user. A finance contact is never assigned records, so in practice they'll see none. If your account uses Record Level Visibility, turn it on and leave each record type at that narrowest scope.
• Account Settings: Billing on. Every other page off.
• Access Management: User Management on only if they track licenses and seat counts.
• Reporting: all off.
• Why: invoices used to sit behind a level of access far wider than a finance contact needs. Now the whole role is one toggle.

Integration / Technical Admin

Owns the data plumbing, not the sales process.

• Clone: Manager
• Account Settings: Integrations, Data Import, System Logs, and Links on. Billing off.
• Records & Activities → Advanced Options: Read-only field editing on — the permission this role exists for. Record Merging on for deduplication work.
• AI Capabilities: Enable MCP Access on if they're connecting SPOTIO to external tools.
• Reporting: all off — they're not managing sellers.
• Why: integration owners legitimately need to edit read-only fields and re-run imports. That used to require full Admin, which also handed them billing and user management.

Regional Manager

Runs a slice of the org, not the whole thing.

• Clone: Manager
• Access Management: Teams and Territories — View, Create, Update, and Assign all scoped to Within assigned teams/territories, never Any. They can restructure inside their region and nothing outside it.
• Records & Activities: View and Completed activity View = Within assigned teams/territories.
• Reporting: Rep Overview and In-depth Metrics on; Account Overview off — that's the number their leadership owns.
• Account Settings: all off.
• Why: the Within assigned teams/territories scope is what makes this role possible. It grants genuine authority to restructure and reassign, bounded to one region.

Senior Rep vs. Junior Rep

Same job, layered trust.

Build Junior Rep first as the restrictive baseline, then clone it into Senior Rep and open a few things up.

Why: promotion becomes a role change instead of a conversation about what someone is allowed to do. It also gives you something to promote into.