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Assign Role-Based Permissions

Use role-based permissions when you want to give office and site team members the appropriate level of access in Breadcrumb in a structured, scalable way. Instead of managing permissions for each person individually, roles let you apply consistent access settings across your company and sites.

 

What this means

  • A “Role” is a named set of permissions (for example, “Full Admin” or “Site Team”) that you assign to people.
  • Your Permission Mode controls whether access comes from Roles only, direct user permissions, or a combination of both.

 

When you’ll use this

  • When setting up a new account and you want clean, repeatable access rules.
  • When you want site teams to run day-to-day work without giving them access to company-wide settings.

 

Step-by-step

1. Choose your Permission Mode

  • Go to Company Settings, then Permissions.
  • Set Permission Mode to Roles Only (recommended when you want role-based access to be the single source of truth).
  • If your account is set to Mixed, a user can gain a permission either from their Role or from a permission ticked directly on their user access.
  • Know more about assigning Role Permissions HERE.

2. Create your core Roles

  • In Company Settings, go to Permissions, then Role definitions.
  • Create at least two Roles:
    • Full Admin (office/admin team who need full access)
    • Site Team (site-facing team who need operational access but not settings access)

3. Configure what each Role can do

  • Edit each Role and select the exact permissions it should have.
  • Keep the Site Team Role focused on operational tasks (for example, running the daily workflow and reviewing items) and avoid giving access to settings unless required.

4. Assign Roles to people at the right level

  • For company-wide access (across all sites), add the person under Company Hosts and assign the appropriate Role (for example, Full Admin).
  • For access to specific sites only, add the person under Site Hosts for the relevant site(s) and assign the appropriate Role (for example, Site Team).

5. Verify access looks correct

  • Check a few users to confirm they have:
    • The correct Role
    • The correct scope (company-wide vs specific site)
  • If you’re using Mixed mode, also confirm they don’t have extra direct permissions that accidentally expand their access.

 

Common issues

People appear in the Site Host list but shouldn’t be able to do host actions

  • This can happen depending on your setup, especially when roles are being pulled in from an integration or when users are associated to a site.

What to check

  • Confirm what Permission Mode you are using (Roles Only vs Mixed).
  • Confirm the Role assigned to that person has the intended permissions (including “no access” roles if you use them).

What to do

  • If you want role-based access only, switch to Roles Only and manage access via Roles.
  • If you must stay in Mixed mode, remove any unintended direct user permissions and rely on the Role permissions you expect.

A person was added as a Company Host or Site Host but still can’t do what you expected

What to check

  • Being listed as a Company Host or Site Host is not enough by itself; the user must also be assigned a Role (and/or direct permissions, depending on Permission Mode).

What to do

  • Edit the user’s access entry and assign the correct Role (or add the missing permissions if you are intentionally using direct permissions).

 

Why this matters

  • It reduces accidental over-permissioning and makes access easier to audit and maintain.
  • It helps site teams run day-to-day work without relying on admins for every task.

 

Need help?

If you’re not sure which Role someone should have or what a permission changes in day-to-day use, check with your internal admin owner for the account setup. If you’re on a jobsite and can’t access what you need, contact your site admin for your company.

If you require any assistance or have a question, please contact our Support Team on +44 7400 977 382 or email us at support@breadcrumb.co, and we'll be happy to help.