--- title: Create and Manage Custom Roles description: Learn how roles control what each member of your team can see and do in Conserv Cloud, and how Admins manage members and custom roles. --- [Skip to content](https://support.conserv.io/knowledge/custom-roles-and-permissions#main-content) English Show submenu for translations [Contact us](https://support.conserv.io/knowledge/kb-tickets/new?hsLang=en) [![Cnsrv\_wmM\_mix\_rgb - MEDIUM-1.png\]](https://support.conserv.io/hs-fs/hubfs/Cnsrv_wmM_mix_rgb%20-%20MEDIUM-1.png?height=40&name=Cnsrv_wmM_mix_rgb%20-%20MEDIUM-1.png)](https://conserv.io/) - [Support](https://support.conserv.io/knowledge) - [Blog](https://support.conserv.io/blog) Open main navigation Close main navigation - [Support](https://support.conserv.io/knowledge) - [Blog](https://support.conserv.io/blog) - English Show submenu for translations - [Contact us](https://support.conserv.io/knowledge/kb-tickets/new) - [Contact Us](https://support.conserv.io/knowledge/kb-tickets/new) [Contact Us](https://support.conserv.io/knowledge/kb-tickets/new?hsLang=en) How can we help you? - There are no suggestions because the search field is empty. 1. 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[Profile and Account Management](https://support.conserv.io/knowledge/profile-and-account-management?hsLang=en) # Create and Manage Custom Roles ## Learn how Enterprise admins create custom roles that give each team member access to only the locations, spaces, and features they need. **Table of Contents** - [About Custom Roles](https://support.conserv.io/knowledge/custom-roles-and-permissions#about-custom-roles) - [Administrative Permissions](https://support.conserv.io/knowledge/custom-roles-and-permissions#admin-permissions) - [Location and Space Access](https://support.conserv.io/knowledge/custom-roles-and-permissions#location-and-space-access) - [Access Levels](https://support.conserv.io/knowledge/custom-roles-and-permissions#access-levels) - [How Access Levels Combine](https://support.conserv.io/knowledge/custom-roles-and-permissions#how-access-levels-combine) - [Open Manage Roles](https://support.conserv.io/knowledge/custom-roles-and-permissions#open-manage-roles) - [Create a Custom Role](https://support.conserv.io/knowledge/custom-roles-and-permissions#create-a-custom-role) - [Assign a Custom Role](https://support.conserv.io/knowledge/custom-roles-and-permissions#assign-a-custom-role) - [Edit a Custom Role](https://support.conserv.io/knowledge/custom-roles-and-permissions#edit-custom-role) - [Delete a Custom Role](https://support.conserv.io/knowledge/custom-roles-and-permissions#delete-custom-role) - [Example Roles](https://support.conserv.io/knowledge/custom-roles-and-permissions#example-roles) - [Frequently Asked Questions](https://support.conserv.io/knowledge/custom-roles-and-permissions#frequently-asked-questions) --- ### About Custom Roles Custom roles, also called role-based access control (RBAC), let admins create roles for specific jobs. Custom roles work alongside the built-in Admin, Editor, and Viewer roles. For example, you can create a role that gives facilities staff access to one building only. You can also create a role that lets a contractor view a single gallery. **Note:** Custom roles are available only to select Enterprise customers. For more information about custom roles, [contact the Conserv Support Team](https://support.conserv.io/knowledge/kb-tickets/new?hsLang=en). For each custom role, you choose: - The organization-wide features that the role can use - The locations and spaces that the role can access - The access level that the role has to each location and space: Manage, Edit, View, or None For more information about the built-in roles and about inviting and managing members, see [Edit Team Settings](https://support.conserv.io/knowledge/edit-team-settings?hsLang=en). **Tip:** Plan your roles before you create them. List the groups of people on your team and the locations and spaces that each group needs. Then decide whether each group needs to view data or also change data. ### Administrative Permissions Administrative permissions control organization-wide features. You turn each permission on or off with a switch. | Permission | What It Allows | | --- | --- | | **Account Administration** | Invite members, manage roles, and configure organization settings. Members with this permission see the **Team** and **Organization** tabs on their left navigation panel under **Settings**. | | **Setup Administration** | Manage tags, level profiles, event definitions, pest lists, and other account-level configuration. Members also need this permission to schedule recurring reports, subscribe other members to event notifications, and manage webhooks. | | **Events Management** | Acknowledge and un-acknowledge events on behalf of the account. | When you turn on **Account Administration** for a Custom Role, Conserv Cloud makes these changes: - Turns on **Setup Administration** and **Events Management** too - Gives **Manage** access to **Everywhere** for Locations & Spaces - Locks the location and space list (It cannot be edited)   **Tip:** To give someone full control of your organization, assign the built-in Admin role. Do not create a custom role with **Account Administration** turned on for this purpose.   ### Location and Space Access The **Locations & Spaces** section below **Administrative Permissions** lists your locations and the spaces inside each location. The first row, **Everywhere**, sets one access level for all locations and spaces at once.   #### Access Levels | Access Level | What It Allows | | --- | --- | | **Manage** | See and edit the location or space, including deleting it. Create, edit, and delete the sensors, observations, and other items inside it. | | **Edit** | See and edit the location or space, but not delete it. Create and edit the sensors, observations, and other items inside it. | | **View** | See the location or space and everything inside it, such as sensors, readings, and observations. View access is read-only. | | **None** | No access. The location or space is hidden. | Conserv Cloud shows each member only what their access allows: - Team members do not see locations and spaces set to **None**. - In locations and spaces set to **View**, members see read-only versions titled **View Location**, **View Space**, and **View Sensor**. - Only members with **Manage** access see **Delete Location** and **Delete Space** options. - Only members with **Edit** or **Manage** access to at least one location see the **Import** tab. #### How Access Levels Combine Conserv Cloud applies these rules to access levels: - **Everywhere** applies to all locations and spaces, including locations and spaces that you add in the future. When you set **Everywhere** to **Manage**, **Edit**, or **View**, Conserv Cloud uses that level for every location and space. Conserv Cloud does not save individual location and space settings. - To give different access to different locations, set **Everywhere** to **None**. Then set the access level for each location and space. - A space cannot have less access than its location. When you set the level of a location, Conserv Cloud raises any lower space inside it to the same level. You can give a space a higher level than its location. For example, if a location is set to **View**, you can set one of its spaces to **Edit**. - When you give access to a space in a location set to **None**, Conserv Cloud sets the location to **View**. This setting lets the member find the space. - A space that you add to a location later gets the access level of that location. - When **Everywhere** is set to **None**, Conserv Cloud hides new locations from members with the role. Edit the role to give members access to a new location. - To let members add new locations, set **Everywhere** to **Edit** or **Manage**. **Caution:** When **Everywhere** is set to **None**, members with the role do not see locations that you create after you save the role. Review your custom roles each time you add a location. ### Open Manage Roles **Before you begin**: You need the Admin role, or a custom role with **Account Administration** turned on. 1. Sign in to Conserv Cloud. 2. In the upper-right corner of the page, click the user menu. 3. Select **INVITE MY TEAM**. 4. On the top right, to the left of INVITE MEMBERS, click **MANAGE ROLES** *The Manage Roles dialog opens and lists your roles on the left.* In **MANAGE ROLES**, you can select a built-in role (Admin, Editor, Viewer) to see its permissions structure, but you cannot change the role. Built-in roles show a lock icon in the role list. ### Create a Custom Role 1. Open **MANAGE ROLES** as above. 2. Click **+ Add Role**. 3. In **Role name**, enter a name. 4. In **Description**, enter who the role is for. The description is optional. 5. Turn on the **Administrative Permissions** that the role needs. 6. Under Locations and Spaces, in the **Everywhere** row, click an access level. 7. If **Everywhere** is set to **None**, click an access level for each location. To set a space, click the small downward arrow to the left of its location to expand the space list below and click an access level for the space. 8. Click **SAVE ROLE**. *Conserv Cloud shows **Role created**, and the new role appears in the role list.* **Tip:** To find a location or space by name, use the search field above the location list. To show all spaces, click **Expand**. To hide all spaces, click **Collapse**. **Important:** Each role must have a unique name. You cannot name a custom role Admin, Editor, or Viewer. If you see **Error creating role**, make sure that no other role uses the same name. ### Assign a Custom Role Custom roles appear in **ROLES** with the built-in roles. Assign a custom role the same way that you assign a built-in role: when you invite a new member, or when you edit the details of an existing member. For the steps, see [Edit Team Settings](https://support.conserv.io/knowledge/edit-team-settings?hsLang=en). Each member can only have one role. ### Edit a Custom Role 1. Open **MANAGE ROLES**. 2. Select the role in the role list. *The settings of the role appear, with a list of **Members with this role** at the bottom.* 3. Make your changes. 4. Click **Save Role**.*Conserv Cloud shows **Role saved**.* **Caution** Changes apply to all members with this role. Check the **Members with this role** list before you save. Conserv Cloud does not warn you about unsaved changes. Your changes are lost if you click **Cancel**, close the dialog, or select another role before you click **Save Role**. **Note:** Members who are signed in might not see the change for up to 5 minutes. Ask them to refresh their browser to see the change right away. ### Delete a Custom Role You cannot delete a role while members are assigned to it. Change the role of each member first. 1. Open **MANAGE ROLES**. 2. Click the delete icon to the right of the role name in the role list. *he **Delete Role** dialog opens.* 3. Click **Delete role**. *Conserv Cloud shows **Role deleted**.* If members are still assigned to the role, the **Delete Role** dialog shows *This role cannot be deleted while members are assigned to it*, with a list of those members. Change the role of each member, and try again. **Warning:** You cannot undo a role deletion. Conserv Cloud does not check pending invitations before it deletes a role. Before you delete a role, open the **Invitations** tab. Delete any pending invitation that uses the role, and invite that person again with a different role. ### Example Roles These examples show common ways to set up custom roles. | Role | Administrative Permissions | Everywhere | Locations and Spaces | | --- | --- | --- | --- | | Facilities Team | Events Management | None | For the building they maintain: **Edit** | | Collections Care | Setup Administration, Events Management | Edit | Not needed, Edit automatically set to Everywhere. | | Gallery Contractor | None | None | One gallery space: **View** | | Read-Only Reviewer | None | View | Not needed, View automatically set to Everywhere. | ### Frequently Asked Questions #### Why Do I Not See Manage Roles? Custom roles are available only to select Enterprise customers. If your organization has custom roles, you also need the Admin role, or a custom role with **Account Administration** turned on. For more information about custom roles, contact the Conserv Support Team. #### Can I Change the Admin, Editor, or Viewer Role? No. Built-in roles show the message *System role — cannot be renamed, modified, or deleted.* Create a custom role with the permissions you need. #### Can I Copy/Clone an Existing Role? No. To create a role that is similar to an existing role, click **Add Role**, and set the same permissions. #### Can a Member Have More Than One Custom Role? No. Each member has one role in each organization. #### Why Did My Location Settings Disappear After I Saved? When **Everywhere** is set to **Manage**, **Edit**, or **View**, Conserv Cloud uses that level for every location and space. Conserv Cloud does not save individual location and space settings. To set access for each location, set **Everywhere** to **None**. #### Why Can a Member Not See a New Location? If the custom role of the member has **Everywhere** set to **None**, Conserv Cloud hides new locations until you add them to the role. Edit the role, and set an access level for the new location. - [Introduction](https://support.conserv.io/knowledge/introduction?hsLang=en) - [Technical Details and Specifications](https://support.conserv.io/knowledge/technical-details-and-specifications?hsLang=en#main-content) - [Sensor Specifications](https://support.conserv.io/knowledge/technical-details-and-specifications?hsLang=en#sensor-specifications) - [Other Sensor Information](https://support.conserv.io/knowledge/technical-details-and-specifications?hsLang=en#other-sensor-information) - [Gateway Specifications](https://support.conserv.io/knowledge/technical-details-and-specifications?hsLang=en#gateway-specifications) - [Conserv Cloud Specifications](https://support.conserv.io/knowledge/technical-details-and-specifications?hsLang=en#conserv-cloud-specifications) - [Installation and Setup](https://support.conserv.io/knowledge/installation-and-setup?hsLang=en#main-content) - [Initial Setup](https://support.conserv.io/knowledge/installation-and-setup?hsLang=en#initial-setup) - [Add, Move, Swap and Merge Sensors](https://support.conserv.io/knowledge/installation-and-setup?hsLang=en#add-move-swap-and-merge-sensors) - [Configure Conserv Cloud](https://support.conserv.io/knowledge/configure-conserv-cloud?hsLang=en#main-content) - [Organize and Manage Locations and Spaces](https://support.conserv.io/knowledge/configure-conserv-cloud?hsLang=en#organize-and-manage-locations-and-spaces) - [Import Data](https://support.conserv.io/knowledge/configure-conserv-cloud?hsLang=en#import-data) - [Configure Levels](https://support.conserv.io/knowledge/configure-conserv-cloud?hsLang=en#configure-levels) - [Configure Events and Alerts](https://support.conserv.io/knowledge/configure-conserv-cloud?hsLang=en#configure-events-and-alerts) - [Profile and Account Management](https://support.conserv.io/knowledge/profile-and-account-management?hsLang=en) - [Manage Sensors](https://support.conserv.io/knowledge/manage-sensors?hsLang=en) - [Integrated Pest Management](https://support.conserv.io/knowledge/integrated-pest-management?hsLang=en) - [Analytics and Reports](https://support.conserv.io/knowledge/analytics-and-reports?hsLang=en#main-content) - [Manage Analytics Data](https://support.conserv.io/knowledge/analytics-and-reports?hsLang=en#manage-analytics-data) - [Preservation Metrics](https://support.conserv.io/knowledge/analytics-and-reports?hsLang=en#preservation-metrics) - [Reports](https://support.conserv.io/knowledge/analytics-and-reports?hsLang=en#reports) - [Mobile app](https://support.conserv.io/knowledge/mobile-app?hsLang=en) - [Troubleshooting](https://support.conserv.io/knowledge/troubleshooting?hsLang=en#main-content) - [Troubleshoot Conserv Cloud Issues](https://support.conserv.io/knowledge/troubleshooting?hsLang=en#troubleshoot-conserv-cloud-issues) - [Troubleshoot Sensor Issues](https://support.conserv.io/knowledge/troubleshooting?hsLang=en#troubleshoot-sensor-issues) - [Troubleshoot Gateway Issues](https://support.conserv.io/knowledge/troubleshooting?hsLang=en#troubleshoot-gateway-issues) - [Troubleshoot Conserv Cloud Mobile App Issues](https://support.conserv.io/knowledge/troubleshooting?hsLang=en#troubleshoot-conserv-cloud-mobile-app-issues) - [Community, Support, and Updates](https://support.conserv.io/knowledge/community-support-and-updates?hsLang=en) - [Support](https://support.conserv.io/knowledge) - [Blog](https://support.conserv.io/blog) [![Chill listening crop-3](https://support.conserv.io/hs-fs/hubfs/Cnsrv_wmM_mix_rgb-1.png?width=108&height=24&name=Cnsrv_wmM_mix_rgb-1.png "Chill listening crop-3")](https://conserv.io) Copyright © 2026, Conserv Solutions Inc.