Roles, departments and feature access

What a role decides, what a department and sidebar profile decide, and how a company admin fine-tunes what one person can see and do under Company settings › Features.

Three things shape what a person can do

Role: how far their data reaches and whether they administer the company. Company admin sees everything and manages users, settings and billing. VP / sales head (shown as Manager) sees their team. Sales executive sees their own clients. Sales support, Accounts head and Accounts executive see all records in their area; Customer support head sees a team and Customer support executive their own; Project helpdesk sees its own.
Department: Executive, Front Desk, Sales & Business Development, Finance & Accounts, Marketing, HR & Operations, Channel Partner Management, CRM or Sales support, with a designation list under each. The department sets the Sidebar profile by default, which is the set of sidebar sections the person gets.
Feature access: per-person switches under Company settings › Features, from “can add clients” to which dashboard widgets they see.

The Features table

Open Settings › Company settings and stay on the Features tab. Each person has one row with a summary per area: Clients, Bookings, Real estate, Follow-ups, Comms, ERP, Reports, Team, Dashboard and Front desk, each reading Full, None, View only or a count such as 3/5. An Admin badge marks company admins (their access cannot be restricted) and Numbers masked marks someone who sees client phone numbers masked.

Company settings on the Features tab: one row per user with Full badges per area and an Edit access button

Editing one person’s access

Click Edit access on the person’s row. The drawer opens with a CRM block (Clients, Follow-ups, Activity, Bookings) and Other modules.
Open Clients to set Add new clients, Delete clients, the data-masking switch (See client phone numbers and personal details in full), the View scope (All clients / Team clients only / Own clients only), Transfer clients (to anyone / to the team below only / none) and Edit client details (all / own only). Follow-ups, Activity and Bookings have their own switches, including Approve or reject bookings.
Under Other modules, untick what the person should not see: individual Dashboard widgets, Front desk, Real estate, Communication, ERP, Reports, Team (view / manage members) and Settings (Company settings, Billing, API keys). Channel partner firms also get Bills and payments (raise bills, record payments).
Click Save access. Reset to default discards every change made for this person and goes back to the defaults for their role and profile.

The Edit access drawer for a sales executive: the CRM block with Clients, Follow-ups, Activity and Bookings, then Other modules starting with Dashboard widgets, and Reset to default / Save access at the bottom

Defaults

The client switches start from the role’s scope: company-wide roles view all, transfer to anyone and edit all; team roles view their team and transfer down the team; own-scope roles view their own, cannot transfer and edit only their own.
The sidebar profile switches some modules off by default: front desk users lose dashboard widgets, marketing tools and the sales sections; marketing loses sales, desk, finance and post-sales; finance, sales support and CRM lose dashboard widgets, desk and marketing; everyone else loses front desk and marketing tools. Admins and the executive profile keep everything.
Modules your plan does not include are hidden for everyone and refused by the server (“… is not included in your plan. Contact BMexa to add it.”). Clients, users, settings, billing and the dashboard are always included.

Updated on 29 October 2026