Permission sets in Productive have grown beyond the default (system) permission sets.

This allows you to customize permission sets by selecting specific permissions based on the scope of work and expected information access within Productive.

You can then assign these custom sets to individual users, ensuring that their access is consistent with their responsibilities.

Initially, only Admins can create new permission sets, but you can later delegate this to other users; through custom permissions ✅

Custom permission sets are available on the Ultimate subscription plan.

Permission Sets: Overview

In the main Permission sets window located in Settings > Permission sets, you will see:

The names of all your permission sets, system and custom
The billing type for the permission sets (client permissions are free, while others are paid)
The permission set type (system or custom permission set)
The number of active individual permissions included in each set
The number of active users assigned to a permission set

The overview offers you information on how many users use which permission sets, and how many permissions there are per set, allowing you to make informed decisions about which permissions to include or exclude based on access needs.

Note that before you start building your fine-tuned custom permission sets, you'll only see the system permission sets there.

These system sets cannot be edited directly, but you have the option to duplicate them. Duplicating a system set allows you to create a new permission set based on it, which you can then customize to suit your specific needs.

📌 Tip: To sort your permission sets, simply click on the column name and select an option.

Setting up and Editing Permission Sets

To build a new permission set from scratch, follow the steps below!

1) Select "+ New permission set"

This option allows you to add a new permission set to your organization.

2) Name and Describe the Permission Set

Give your permission set a descriptive name that reflects its purpose. Include a brief description of the permission set's purpose and scope. This description helps users understand the set's permissions and makes it easier to assign them to users.

3) Select the Base Permission Set

Choose the base permission set that best matches the permissions you want in your new set. This option specifies the initial permissions that will be available for modification.

📌 Tip: Start with a lower base permission set and add permissions as needed, rather than starting with a higher set and removing permissions, to avoid granting unnecessary or inadvertently unwanted access to users.

4) Add and Remove Permissions

After you've entered the name, description, and base for your new permission set, proceed to add or remove permissions from the available permission groups.

Choosing the Right Permissions

👉 For an overview of the permissions and the permission groups, check out this article: Permission Groups and Permissions in the Builder.

This includes details on all available permission groups and is updated whenever new permissions are released.

5) Save the Permission Set

Once you have finished selecting the necessary permissions to include in your custom permission set, click "Save changes".

Your custom permission set will then appear in the main Permission set window.

📌 Tip: Use the Try Out feature to take your new permission set for a test drive! After saving, give it a go to ensure it meets your expectations and functions as intended.

Managing Permission Sets

For easier management, to duplicate, delete, or try out a permission set from the main Permission sets window, click on the three dots next to a permission set.

📌 Custom permission sets can only be deleted if there are no active users with that permission set. System permission sets cannot be deleted.

📌 Tip: to see which users have been assigned a certain permission set, click on the number of users in the "Active users with this permission set" column.

Assigning a Custom Permission Set to a User

To assign a custom permission set for a user, follow these steps:

1) Access User Profile

Navigate to the user's profile, either through:

Settings > Users (for Employees, Contractors, and Clients)
Resourcing > Employees (for Employees and Contractors)
CRM > Contacts (for Clients)

2) Edit Permission Set

Select the "Permission set" field in the user's Info tab.

3) Choose New Permission Set

Pick the custom permission set you want to apply to this user. You'll find all your custom permission sets listed under the "Custom permission sets" section for easy selection.