Custom user roles

How to create, assign, edit, and delete custom user roles.

The predefined roles cover the most common ways teams split the work. When they don't fit, you can create your own roles and decide, permission by permission, what each one can see and do.

Note: Custom user roles are available on the Enterprise plan. To activate them for your organization, contact the Evalato team at hello@evalato.com.

Create a custom role

1. On the Main menu, click the name of your organization, then open the Roles tab.
2. Click + Create role.
3. Enter a Name for the role, for example Content reviewer.
4. Add a Description. It appears next to the role in the Roles tab and when choosing a role, so other admins know when to pick it.
5. Under Start from, choose a starting point:
• Blank — every permission is off. Turn on only what the role needs.
• Read-only — viewing permissions are on, and nothing can be changed. A good base for reviewers and stakeholders.
• Full access — every permission is on. Turn off what the role shouldn't have.
6. Adjust the Permissions (see below).
7. Click Create role.

The new role appears in the Roles tab, and you can choose it from the Role dropdown when you invite a team member or change someone's role.

Set up permissions

Permissions are grouped into two levels, listed on the left side of the window:

• Organization — permissions for the organization itself, not the programs inside it: Programs, Users & roles, and Account (the Settings, Billing, and Emails tabs).
• Program — permissions for working inside your programs: Dashboard, Activation, Registrations, Entries, Judging, Winners, Emails, Data, and Settings.

Click a group to jump to it. The number next to each group shows how many of its permissions are on.

Each area, such as Categories or Price sets, has a main toggle that turns on all of its permissions at once. Expand the area to fine-tune individual actions, like View, Create, Edit, and Delete. Below the toggle, you'll see the area's current level of access: No access, View, or Full access.

When only some of an area's permissions are on, its main toggle shows a – sign instead of a checkmark.

Program permissions apply to every program in your organization.

Find permissions faster

• Search permissions — type a keyword, such as payments, to find every related permission across all groups.
• Expand all — open every area at once to see each individual action.

Labels to look out for

Some permissions carry a label to help you decide:

• Critical — actions with a big impact, such as deleting data, recording payments, or exporting entries. Give these only to people who need them.
• Confidential — gives access to sensitive information, such as prices, credit balance, or payment details.
• Required by… — other permissions depend on this one. For example, View is required before a role can Create or Edit in the same area.

Assign a custom role

Custom roles are assigned the same way as predefined ones:

• New team member — open the Users tab, click + Invite, and choose the role from the Role dropdown.
• Existing team member — click Change role in their row and select the custom role.

Edit or delete a custom role

The Roles tab gives you an overview of every role in your organization. For each one, you can see its Permissions (for example, Full access, Read-only, or a summary such as 21 actions · 4 areas) and how many Members currently have it.

To edit a custom role, click it in the Roles tab. In the Edit role window, you can change its Name, Description, and Permissions. Click Save changes when you're done. Because permissions belong to the role, your changes apply to every team member who has it.

To delete a custom role, click Delete in its row. If the role is still assigned to one or more team members, Evalato will ask you to change their role first. Once no one has the role, you can delete it.

Predefined roles are marked System and can't be deleted.