Who This Is For / When to Use
This article is for Kyrios account admins who need to control staff access, protect sensitive data, and assign the correct permissions for sales, support, or operations roles.
What Are User Roles and Permissions?
User roles and permissions define which features, settings, and data a staff member can access within a Kyrios sub-account. Each user is assigned either an Admin or User role, and access can be further customized using granular permissions and visibility rules such as restricting users to only assigned data.
Admin users can manage settings, users, and data across the entire sub-account. User roles are designed for team members who need limited or task-specific access without administrative control.
Available User Roles in Kyrios
Kyrios currently supports two sub-account roles with different access levels.
Admin Role
Admins have full access to all modules, settings, and data within the sub-account. This role is intended for business owners, managers, or trusted team leads.
Admins can:
Edit business profile information and logos
Create, edit, and delete staff users
Import, export, and delete contacts
Export opportunities
Configure account-wide settings and tools
User Role
Users have restricted access and cannot manage account settings or other users. Permissions for Users are controlled through granular module toggles.
Users cannot:
Edit business profile settings
Manage staff users
Import, export, or delete contacts
Export opportunities
How to Change a User’s Role
Admins can change a user’s role directly from the My Staff area.
Go to Settings > My Staff.
Click the Edit (pencil) icon next to the user.
Select Roles & Permissions from the left sidebar.
Expand the User Role dropdown.
Choose Admin or User.
Click Save.
Restrict Visibility With “Only Assigned Data”
The “Restrict data visibility to only assigned data” option limits what records a user can see inside the account. When enabled, the user only sees data directly assigned to them.
When this setting is ON, users can only access:
Contacts assigned to them
Opportunities they own
Appointments and tasks linked to their user profile
This setting is commonly used for sales representatives to prevent access to other pipelines or client records.
Assigning Roles and Permissions
Roles determine overall access level, while permissions control which modules a user can interact with. Admin access should be limited to trusted staff only.
Recommended usage:
Admin: Owners, managers, internal operators
User: Sales reps, agents, assistants
Permissions can be customized per module regardless of role, except for restricted admin-only actions.
Copy Permissions Between Users
Kyrios allows admins to duplicate permissions from one user to another to speed up onboarding and ensure consistency.
To copy permissions:
Go to Settings > My Staff.
Edit an existing user or create a new one.
Open the Roles & Permissions tab.
Click Copy Permission in the top-right corner.
Select the source user from the dropdown.
Click Apply.
Module-Specific Granular Permissions
Granular permissions allow precise control over what actions users can take within each module. Each module can be enabled or disabled, with additional sub-permissions available.
Granular permissions are available for:
AI Agents
Account Settings
Account Tools
Automation (Workflows)
Blogs
Calendars
Certificates
Communities
Contacts
Conversations
Forms
Funnels
Integrations
Marketing
Media
Memberships
Opportunities
Payments
QR Codes
Quizzes
Dashboard
Reputation
Surveys
User Management
WordPress
Common Issues and Fixes
A user cannot see contacts or opportunities
This happens when “Only Assigned Data” is enabled and no records are assigned to the user.
Fix: Assign the contact or opportunity to the user or disable the visibility restriction.
A user cannot access a module they need
The module is disabled in granular permissions.
Fix: Edit the user, enable the module toggle, and save changes.
Permissions did not update after copying
Changes are not applied until saved.
Fix: Click Save after copying permissions and refresh the page.
Frequently Asked Questions
What happens if a module is disabled but used in a workflow?
The workflow continues to run, but the user cannot view or edit that module. Ensure at least one admin retains access.
Can permissions be assigned per calendar?
Yes. Calendar permissions are granular and can be set per calendar.
Can permissions be bulk assigned?
Bulk assignment is not currently supported. Use Copy Permissions for individual users.
What is the difference between agency admin and sub-account admin?
Agency admins manage all sub-accounts and billing. Sub-account admins only manage a single location.
Can a user manage multiple locations without agency access?
Yes. A user can be an admin on multiple sub-accounts without agency-level permissions.