Skip to main content

Role-Based Permissions Overview

Learn how Roles set what Admins, Managers, and Trainees can do in Opus, so each team member has the right access.

Written by Ben Brunken

🗓️ Launching November 11: Parts of this article cover features launching on November 11. Admins can opt in early.

Role-based permissions control what each team member can do in Opus, based on their Role. Every team member is an Admin, a Manager, or a Trainee.

✅ Before you start: Creating and editing Roles requires Change Org Settings, which only Admins can have.

Table of Contents:

User Types

Admins

Admins are typically senior managers and executives who manage Opus across your business. Only another Admin can invite them.

Admins can also view Opus as a team member, read-only, with the View as others permission. See How to View Opus as a Team Member.

See How to Invite an Admin.

Managers

Managers are usually the leaders of your frontline team, like general managers and location supervisors. Admins and Managers with Invite Others can invite them.

See How to Invite a Manager.

Trainees

Trainees are your frontline team members. They complete their assigned training and find shared Resources in the Opus Training app.

Managers see the team members at their own Locations, and Admins see everyone in your business.

How to Create Role-Based Permissions

  1. Go to People > Roles

  2. Click New Role in the top right corner

  3. Enter a Role Name

  4. Under Permissions, choose Admin, Manager, or Trainee

    • Opus checks the default permissions for that user type. See the table below

  5. Check or uncheck permissions under Permission options

  6. Click Create Role

For the permissions to take effect, assign team members to the Role. Learn more in How to Manage Users in the Dashboard.

To edit an existing Role's user type and permissions:

  1. Go to People > Roles and open the Role

  2. Click Edit

  3. Change the user type or permissions

  4. Click Save

Understanding Permissions

This table shows which permissions each user type can have, and whether a new Role starts with them checked. On and Off are the defaults, which you can change on each Role. Always on can't be turned off for that user type.

Permission

Admin

Manager

Trainee

What it allows

Change Org Settings

On

N/A

N/A

Manage Roles, Locations, and brand, and change a team member's user type.

Manage Org Integrations

On

N/A

N/A

Manage integrations like HRIS.

Manage Billing

On

N/A

N/A

Set up the payment method, view billing history, and purchase credits.

Invite Others

On

Always on

N/A

Invite new team members to Opus. Only Admins can invite Admins.

Create Content

On

On

N/A

Create Courses, Modules, files, and Check-ins.

Manage Library

On

On

N/A

Manage tags, Folders, and Paths, and archive or unarchive content.

Assign Content

On

On

N/A

Assign any non-premium content by hand.

Unassign Content

On

On

N/A

Unassign any non-premium content by hand.

Update Automations and Library Access

On

N/A

N/A

Create and edit Automations, and change who gets an item through Library Access.

Complete all check-ins

On

On

Off

Complete any Check-in at their Locations.

View Reporting

On

On

N/A

View and export reporting data. Without it, Reporting doesn't show in the left nav.

Send Messages

On

On

N/A

Send messages in the dashboard and the Opus Training app.

Send Posts

On

Off

Off

Send Newsfeed posts.

Start Messages

On

Off

Off

Start Direct and Group Messages. Managers and Trainees can only message team members at their Locations.

Edit Trainees

Always on

On

N/A

Edit a team member's name, Roles, Locations, and other details.

Deactivate Trainees

Always on

On

N/A

Deactivate or reactivate a team member.

Manage Premium Content

On

N/A

N/A

Ability to purchase, set up, configure, assign premium content (whether or not it's already in the library).

Promote Trainees

On

On

N/A

Promote a Trainee to Manager.

Mark as Complete

On

Off

N/A

Mark any content as complete.

View as others

On

Off

N/A

See Opus exactly as someone they can already see, read-only, including their direct messages and drafts. Managers can view as team members at their Locations at the same Role level or below.

View all Checklist submissions

On (not listed)

Off

N/A

View Checklist submissions across all Locations.

If your business has Newsfeed in the left nav, Roles show Send Posts and Start Messages instead of Send Messages.

User-Specific Overrides

To turn a permission on or off for one team member, regardless of their Role, set a user-specific override.

  1. Go to People > Users and open the team member's profile

  2. Click the Permissions tab

  3. Click Override user's permissions

  4. For each permission, select an option:

    • Always gives them the permission

    • Never removes it

    • No override follows their Role

  5. Click Save

Overrides only list the permissions available to that team member's user type.

FAQ

Can a Manager have Admin-level permissions?

Partly. A Manager Role can have most permissions, but some are only available to Admins: Change Org Settings, Manage Org Integrations, Manage Billing, Update Automations and Library Access, and Manage Premium Content. To give someone those, change their user type to Admin.

Can a Manager view Opus as a team member?

Yes, if an Admin turns on View as others for their Role. It's off for Managers by default. See How to View Opus as a Team Member.

What happens if I change someone's Role?

Their permissions update immediately to match the new Role, unless they have a user-specific override in place.

Do Trainees have any permissions to manage?

A few. A Trainee Role can have Complete all check-ins, plus Send Posts and Start Messages if your business has Newsfeed. All three are off by default.

Why does Opus say "You do not have permission"?

Your Role doesn't include the permission that action needs. For example, creating Roles requires Change Org Settings, and assigning training requires Assign Content. Ask an Admin to update your Role, or add a user-specific override for you.

What does Update Automations and Library Access mean?

It lets someone create and edit Automations, and change who gets an item through Library Access. Only Admins can have it.

How do I change someone's user type?

Open their profile from People > Users and click the User type field. Choose Admin, Manager, or Trainee. Managers and Admins need an email address, and Managers need at least one Location.

Changing user types requires Change Org Settings. Managers with Promote Trainees can promote Trainees to Manager.

How do I change a Trainee's Manager?

Direct Reports are set on Roles, not on individual team members. Edit the Manager's Role and choose which Roles report to it under Direct Reports, or change the Trainee's Role.

Did this answer your question?