--- title: "Managing User Roles and Permissions" slug: "managing-user-roles-and-permissions" status: "update" updated: 2026-07-31T23:18:42Z published: 2026-07-31T23:18:42Z canonical: "support.builtapp.com/managing-user-roles-and-permissions" stale: true --- > ## Documentation Index > Fetch the complete documentation index at: https://support.builtapp.com/llms.txt > Use this file to discover all available pages before exploring further. # Managing User Roles and Permissions This article will help you understand user roles and privileges and how to manage permissions in Built. ## Role Summary In Built, a person’s level of access is primarily determined by their user role. Individuals can also be invited to participate in certain planning activities. ### Default Roles Everyone in Built will be automatically granted one of the following roles. ![](https://cdn.us.document360.io/6d710393-4019-4d51-bee2-385a02cdc92c/Images/Documentation/Default-Roles.png) *Company and HR Admins can* [*adjust org chart permissions*](/v1/docs/adjusting-your-company-s-org-chart-permissions) *to control which people and positions are visible in Built or to enable exporting for all users. If employees are restricted to viewing only their own profiles, Managers will not be able to see their subordinates’ information.* ### General Admin Roles Additional access can be granted by [assigning one of the following roles](/v1/docs/managing-user-roles-and-permissions#managing-permissions-in-built), listed in order of least to greatest privilege. ![](https://cdn.us.document360.io/6d710393-4019-4d51-bee2-385a02cdc92c/Images/Documentation/Screen-Shot-2025-12-04-at-6_54_35-AM.png) ### Specialized Admin Roles For customers of our [Position Management](/v1/docs/managing-user-roles-and-permissions#position-management) module, these additional roles can be assigned to grant administrative permissions within specific features. ![](https://cdn.us.document360.io/6d710393-4019-4d51-bee2-385a02cdc92c/Images/Documentation/Speciialized-Admin-Roles.png) ## Permissions The sections below detail role permissions for each feature or module accessible from Built’s main navigation. *Items marked with an asterisk (*) have access restrictions based on compensation and/or budget permissions. When permission has been granted, HR Admins, HR Managers, Limited Admins, and Read-Only Admins can access compensation and/or budgeting data only within their specified scope. Learn more about* [*assigning or editing a person’s admin permissions*](/v1/docs/managing-user-roles-and-permissions#managing-permissions-in-built)*.* ### Company Settings Company Admins and HR Admins can access company settings by clicking the company name at the top of the main navigation and then clicking **Company Settings**. The tabs at the top of the page provide access to settings such as the company’s language, currency, locations, fields, permissions, and integrations. ![](https://cdn.us.document360.io/6d710393-4019-4d51-bee2-385a02cdc92c/Images/Documentation/Company-Settings.png) ### Profiles Individuals can access their own information by clicking **My Profile** or, if permitted, locate other profiles by entering a person’s name or title in the field at the top of the main navigation. ![](https://cdn.us.document360.io/6d710393-4019-4d51-bee2-385a02cdc92c/Images/Documentation/Screen-Shot-2026-02-28-at-1_58_28-PM.png) #### Notes about profile data: - *Data displayed on the Overview tab varies based on the viewer’s permissions.* - *Compensation data displayed in* [*headcount plans*](/v1/docs/managing-user-roles-and-permissions#headcount-planning) *is visible to all assigned planning participants, regardless of their assigned role(s) and permissions.* ### Org Chart On the **Org Chart** page, individuals can access charts and lists they’re permitted to view by clicking the chart dropdown in the upper-left corner. Anyone can view the official chart within the limitations of their role privileges and [the company’s org chart permissions](/v1/docs/adjusting-your-company-s-org-chart-permissions). When viewing a chart or list, available data options vary based on individual permissions. ![](https://cdn.us.document360.io/6d710393-4019-4d51-bee2-385a02cdc92c/Images/Documentation/Screen-Shot-2026-02-28-at-1_59_54-PM.png) #### Notes about org chart permissions: - *When utilizing time travel, HR Managers and HR Admins with* [*permission to view compensation and/or budgets*](/v1/docs/managing-user-roles-and-permissions#managing-permissions-in-built) *can do so only within their specified scope as of the current date.* - *Company Admins and HR Admins can allow all individuals in Built to color code their view of the charts they can access. To do this, click the company name at the top of the main navigation, click* ***Company Settings,*** *then click the* ***Permissions*** *tab. Locate the* ***Org Chart Permissions*** *section and click the* ***Edit*** *button to enable employees to color code the org chart before clicking* ***Save****. Color-coding data options vary based on individual permissions.* ### Scenario Charts Once a [scenario chart is created](/v1/docs/creating-and-managing-scenario-charts), [adjusting its visibility settings and assigned roles](/v1/docs/adjusting-visibility-settings-in-scenario-charts) allows the chart’s creator to determine the chart’s accessibility and permissions. While assigned Collaborators and Approvers can also adjust the chart’s visibility settings, only Company Admins, HR Admins, and HR Managers assigned to the chart can [configure approval workflows for scenario charts](/v1/docs/configuring-a-scenario-chart-approval-workflow). | | **Base User** | **Manager** | **Assigned Collaborator** | **Assigned Approver** | **Read-Only Admin** | **Limited Admin** | **HR Manager** | **HR** **Admin** | **Company Admin** | | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | | **Scenario Charts*** | | Create scenario charts for **the entire organization** | | | | | | | X | X | X | | Create scenario charts within **their specified scope** | | | | | | X | | | | | Archive and delete the charts they created | | | | | | X | X | X | X | | View charts visible to everyone | X | X | X | X | X | X | X | X | X | | View, edit, share, and export data; access chart history; and adjust visibility settings and assigned roles for **their assigned charts** | | | X | X | | X | X | X | X | | View, edit, share, and export data; access chart history; and adjust visibility settings and assigned roles for charts **they created** | | | | | | X | X | X | X | | Configure approval workflows for charts **they created or are assigned to as a Collaborator** | | | | | | | X | X | X | | Request chart approval; cancel approval requests | | | X | | | | | | | | Approve their **assigned charts** | | | | X | | | | | | | Monitor Appover responses | | | X | X | | | | | | | Merge charts **they created or are assigned to as a Collaborator** | | | | | | | X | X | X | ### Lists A [list’s](/v1/docs/creating-and-managing-lists) creator or assigned Collaborators can adjust its visibility, allowing access to either everyone or only assigned Collaborators. ![](https://cdn.us.document360.io/6d710393-4019-4d51-bee2-385a02cdc92c/Images/Documentation/Screen-Shot-2025-06-17-at-9_32_19-AM.png) *A scenario chart or list can also be made shareable by* [*enabling link sharing*](/v1/docs/sharing-an-org-chart) *in the visibility settings.* ### People Individuals’ data can be managed on the **People** page. Learn more about [editing](/v1/docs/adding-people-to-your-account-and-managing-their-records), [importing](/v1/docs/importing-your-people-or-positions-list), and [exporting your people list](/v1/docs/exporting-people-and-positions). ![](https://cdn.us.document360.io/6d710393-4019-4d51-bee2-385a02cdc92c/Images/Documentation/Screen-Shot-2026-02-27-at-6_26_50-AM.png) *Only customers of our* [*Succession Planning*](/v1/docs/managing-user-roles-and-permissions#succession-planning) *module can access the people matrix.* ### Directory The **Directory** page provides access to basic contact information for individuals in Built. ![](https://cdn.us.document360.io/6d710393-4019-4d51-bee2-385a02cdc92c/Images/Documentation/Screen-Shot-2025-03-09-at-11_09_25-AM.png) ### Position Management Customers of our **Position Management** module can manage positions, job architecture, and [funding sources](/v1/docs/managing-funding-sources), as well as view [position insights](/v1/docs/learn-about-the-position-management-insights-widgets). Learn more about [utilizing your position data](/v1/docs/utilizing-your-position-data). ![](https://cdn.us.document360.io/6d710393-4019-4d51-bee2-385a02cdc92c/Images/Documentation/PM%20Permissions.png) #### Notes about position management permissions: - *HR Admins and HR Managers with* [*permission to view and edit all position budgets*](/v1/docs/managing-user-roles-and-permissions#managing-permissions-in-built) *can manage all pay grade data and* [*the organization’s pay grades*](/v1/docs/managing-pay-grades)*. HR Admins and HR Managers with permission to view and edit position budgets for their subordinates only can view, but not edit, pay grade data for job definitions and positions within their specified scope, but cannot manage the organization’s pay grades or access the Pay Grades table. Limited Admins with permission to view and edit position budgets within their specified scope can view, but not edit, pay grade data for their assigned subordinates’ positions, but cannot manage the organization’s pay grades or access the Pay Grades table.* - *Recruiting Admins and Asset Admins can view position IDs for the entire organization.* ### Recruiting Customers of our Position Management module can [create and manage requisitions](/v1/docs/creating-and-managing-requisitions) on the **Recruiting** page. Access to requisition data is based on an individual’s user role in Built and whether they’re assigned as an [Approver, Approval Notification Recipient, or Recruiter](/v1/docs/configuring-requisition-approval-workflows-and-assigned-recruiters). | | **Base** **User** | **Manager** | **Assigned** **Recruiter** | **Assigned Approval** **Notification Recipient** | **Assigned** **Approver** | **Limited** **Admin** | **Recruiting Admin,** **HR Manager, HR Admin, or Company Admin** | | --- | --- | --- | --- | --- | --- | --- | --- | | **Requisitions** | | View **assigned requisitions only*** | | | X | | X | | | | View, edit, close, and cancel requisitions **they created and those within their scope***; create requisitions **within their scope*** | | X | | | | X | | | View **all requisitions**; create requisitions for **any position**; skip pending approvals; edit, close, cancel, and reopen **any requisition**; connect approved requisitions to positions | | | | | | | X | | Approve or deny **assigned requisitions only*** | | | | | X | | | | Edit, close, cancel, and reopen requisitions **they created only** | | | | | | X | | | Notified when **requisitions they created have been approved, denied, canceled, or closed** | | X | | | | X | X | | Notified when **assigned requisitions are fully approved** | | | X | X | X | | | | Access closed or canceled requisitions that **they’re assigned to only** | | | X | | X | | | | **Settings** | | Configure approval workflows for individual requisitions | | | X | | | | X | | Configure the default requisition approval workflow and manage all other requisition settings | | | | | | | X | *Access to data for positions connected to requisitions is based on* [*the company’s configured org chart permissions*](/v1/docs/adjusting-your-company-s-org-chart-permissions) *and their* [*assigned role permissions*](/v1/docs/managing-user-roles-and-permissions#to-assign-admin-permissions)*.* ### Succession Planning Customers of our **Succession Planning** module can [create and manage succession plans](/v1/docs/creating-and-managing-a-succession-plan), utilize key [insights](/v1/docs/learn-about-the-succession-planning-insights-widgets), and more. [Job families](/v1/docs/managing-job-families-and-subfamilies), [job definitions](/v1/docs/managing-job-definitions), and [career ladders](/v1/docs/building-career-ladders) can be managed by navigating to the **Position Management** page and clicking the **Job Architecture** tab. From the **People** page, leaders can navigate to the **Matrix** tab to visualize and compare their organization’s internal talent, better informing workforce planning strategies. ![](https://cdn.us.document360.io/6d710393-4019-4d51-bee2-385a02cdc92c/Images/Documentation/Screen-Shot-2026-02-28-at-2_01_14-PM.png) *A Company Admin or HR Admin can allow Managers to view and edit plans for their subordinates by navigating to the* ***Succession Planning*** *page, clicking the* ***Settings*** *tab, and then selecting the appropriate checkbox.* ### Opportunities Customers of our Succession Planning module can [explore internal mobility opportunities](/v1/docs/exploring-internal-mobility-opportunities) and express job interest on the **Opportunities** page. A list of people who have expressed job interest will be displayed on the job definition and position page to inform planning. ![](https://cdn.us.document360.io/6d710393-4019-4d51-bee2-385a02cdc92c/Images/Documentation/Screen-Shot-2026-02-28-at-3_11_33-PM.png) *Company Admins, HR Admins, and HR Managers can view individuals’ expressed interest when viewing a* [*job definition*](/v1/docs/managing-job-definitions)*.* ### Headcount Planning Customers of the **Headcount Planning** module can [create and manage headcount plans](/v1/docs/creating-and-managing-a-headcount-plan) across their organization. By default, only Company Admins and HR Admins can access the Headcount Planning module. Other individuals must be invited to participate in headcount planning, and their access is based on their assigned role within the headcount plan rather than their user role within the company settings. Anyone with an active position on your official chart can be added as a participant on a plan and assigned one of the following headcount planning roles: Admin, Planner, or Admin + Planner. Additionally, within each planning environment in a headcount plan, one or more Collaborators can be invited to assist in planning activities. ![](https://cdn.us.document360.io/6d710393-4019-4d51-bee2-385a02cdc92c/Images/Documentation/HCP%20permissions.png) #### Notes about headcount planning permissions: - *If a Planner or Admin + Planner holds multiple positions on the official chart, a planning environment will only be created for their primary position. Planning environments are nested in the headcount plan based on the official org chart hierarchy.* *Assigned Planners and Admin + Planners can view, but not edit, their own data within their planning environment.* - *Limited Admins assigned as Collaborators or Planners can only create new positions from their assigned planning environments in active plans, within their specified scope, once they’ve been* [*granted permission in company settings*](/v1/docs/managing-user-roles-and-permissions#managing-permissions-in-built)*.* - *Compensation and budgeting data displayed within a headcount plan are visible to all assigned plan participants. Learn more about managing data options via your* [*headcount plan settings*](/v1/docs/creating-and-managing-a-headcount-plan#to-edit-plan-settings-or-manage-admins-and-planners)*.* ### Assets On the **Assets** page, customers of our [Position Management](/v1/docs/managing-user-roles-and-permissions#position-management) module can [assign company assets](/v1/docs/managing-assets), such as laptops, cell phones, and tools. ![](https://cdn.us.document360.io/6d710393-4019-4d51-bee2-385a02cdc92c/Images/Documentation/Screen-Shot-2025-12-04-at-7_30_55-AM.png) ### Reports Company Admins, HR Admins, HR Managers, Limited Admins, and Read-Only Admins can access a number of reports on the **Reports** page. Available reports vary based on the modules included in your company’s account. Access to certain reports requires granted permissions to view compensation or budgeting data. ![](https://cdn.us.document360.io/6d710393-4019-4d51-bee2-385a02cdc92c/Images/Documentation/Screen-Shot-2025-12-04-at-7_32_44-AM.png) ## Managing Permissions in Built ### To assign admin permissions: *Only Company Admins can assign and edit permissions for all admin roles. HR Admins can only manage permissions for HR Managers, Limited Admins, Read-Only Admins, Asset Admins, and Recruiting Admins.* 1. Click your company name at the top of the main navigation, then click **Company Settings**. 2. Click the **Permissions** tab. 3. Locate the role you’d like to assign. 4. Click the **Add** button. 5. Enter a person’s name or title and select the individual from the list that populates. 6. Optionally grant additional permissions for the following roles: **HR Admin or HR Manager:** **Limited Admin:** **Read-Only Admin:** - Use the checkbox to confirm if the individual can view and edit compensation and select the appropriate scope: **all people in the organization** or **only their subordinates**. - Use the checkbox to confirm if the individual can view and edit position budgets and select the appropriate scope: **all people in the organization** or **only their subordinates.** - Select which positions and people they can edit: the **entire org, only their own subordinates**, or **subordinates of specified positions**. To include others’ subordinates in the Limited Admin’s scope, enter the Managers’ names or titles in the field provided and select them from the list that populates. If the Limited Admin can view and edit others’ subordinates, specify whether they can edit their own by including or excluding them from the list. - Use the checkboxes to confirm if the individual can view and edit compensation, manage position budgets, and/or add and remove positions within their scope. - Select which positions and people they can view: the **entire org, only their own subordinates**, or **subordinates of specified positions**. To include others’ subordinates in the Read-Only Admin’s scope, enter Managers’ names or titles in the field provided and select them from the list that populates. If the Read-Only Admin can view other people’s subordinates, specify whether they can also view their own by including or excluding them from the list. - Use the checkboxes to confirm if the individual can view and edit compensation, manage position budgets, and/or add and remove positions within their specified scope. *If the individual’s scope includes the entire organization, permission to access compensation and budgeting can be scoped to the entire org or limited to their own subordinates.* 7. Click **Save**. ### To edit or remove a person’s admin permissions: 1. Navigate to **Company Settings > Permissions**. 2. Click the dropdown next to the person’s name. 3. Click the appropriate option: 1. **Edit**: Modify the individual’s permissions as needed, then click **Save**. 2. **Remove**: To revoke the person’s admin privileges, click **Remove**, then click the **Remove** button to confirm this action. ### Notes about managing permissions: - *A currency icon next to a person’s name indicates the individual has permission to manage compensation and/or position budgets.* - *HR Admins and HR Managers who can manage compensation/budgeting data within a limited scope must receive a Company Admin’s approval before accessing compensation/budgeting data for newly added subordinates.* Please contact our Customer Success Team for additional assistance.