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<h1>Access Management: Roles and Grants</h1>
<div class="trix-content"><div>Rapidi now manages user permissions in a new <strong>Access</strong> section, where you define roles and grant them to users for a specific account or service. If you have worked with Salesforce, the idea will feel familiar: a role works like a permission set, and a grant works like a permission set assignment.<br><br></div><div>The new setup gives you finer control than before. Instead of a user being simply "admin" or "not admin", you can decide exactly which parts of a service someone can see or change, for example letting a colleague edit connections and schedules on one service while only reading MyData records on another.<br><br></div><blockquote><strong>Action required:</strong> all users must be set up through the new Access section to keep the right level of access. Please review your users and assign the roles they need, following the steps on this page.<br><br></blockquote><div>You find the new section in the top menu under <strong>Access</strong> (marked BETA). It has five tabs:<br><br></div><p></p><figure class="attachment attachment--content"><table class="table table-bordered"><thead><tr><td>Tab</td><td>What you do there</td></tr></thead><tbody><tr><td>Grants</td><td>Give a user a role on an account or a service</td></tr><tr><td>Roles</td><td>See the standard roles and create your own</td></tr><tr><td>Activity Log</td><td>See what users have been doing</td></tr><tr><td>Activity Statistics</td><td>See a summary of user activity</td></tr><tr><td>Change Log</td><td>Audit every change made to roles and grants</td></tr></tbody></table><figcaption class="attachment__caption"></figcaption></figure><p></p><div><strong>Key concepts<br></strong><br></div><div>Access in Rapidi is built from three pieces: a <strong>user</strong> (who gets access), a <strong>role</strong> (what they can do) and a <strong>scope</strong> (where it applies). A <strong>grant</strong> ties the three together: one user, one role, one account or service. The same user can hold several grants, for example one role on the account and different roles on individual services.<br><br></div><p></p><figure class="attachment attachment--content"><table class="table table-bordered"><thead><tr><td>Term</td><td>Meaning</td></tr></thead><tbody><tr><td>Role</td><td>A named set of permissions: which resources a user can reach and which actions they can take on them</td></tr><tr><td>Resource</td><td>A part of Rapidi a role controls, such as Connection, Group, Linkstorage, Error log, Comment, AI chat, AI memory, AI skill or MyData records</td></tr><tr><td>Scope</td><td>Where a role applies: Account (your whole Rapidi account) or Service (one specific integration service)</td></tr><tr><td>Grant</td><td>The assignment of one role to one user on one account or service</td></tr></tbody></table><figcaption class="attachment__caption"></figcaption></figure><p></p><div><strong>Account scope</strong> covers account-level administration, such as managing users, access, schedules and activity history. <strong>Service scope</strong> covers what a user can do inside a single integration service, such as viewing or editing connections, transfer groups, link storage, error logs and AI features.<br><br></div><div><strong>Standard roles<br></strong><br></div><div>Every account comes with a set of ready-made roles, so most users can be set up without creating anything new. You see them under <strong>Access &gt; Roles</strong>, where the <strong>Origin</strong> column tells you where each role comes from.<br><br></div><p></p><figure class="attachment attachment--content"><table class="table table-bordered"><thead><tr><td>Origin</td><td>What it means</td><td>Can you edit or delete it?</td></tr></thead><tbody><tr><td>System</td><td>Built-in roles provided by Rapidi</td><td>No, but you can copy it</td></tr><tr><td>Generated</td><td>Ready-made service roles covering common combinations of permissions</td><td>No, but you can copy it</td></tr><tr><td>Custom</td><td>A role you created from scratch</td><td>Yes</td></tr><tr><td>Copy of ...</td><td>A role you created by copying another role, then adjusting it</td><td>Yes</td></tr></tbody></table><figcaption class="attachment__caption"></figcaption></figure><p></p><div><strong>Account roles<br></strong><br></div><div>There are two account roles. <strong>Account Admin</strong> manages users, service access, passkeys, monitors and settings for the whole account, and equals the previous ACT_ADMIN admin flag. <strong>Account Member</strong> covers a user's own profile, password and MFA, plus the account's support cases.<br><br></div><p></p><figure class="attachment attachment--content"><table class="table table-bordered"><thead><tr><td>Resource</td><td>Account Admin</td><td>Account Member</td></tr></thead><tbody><tr><td>Access (grants)</td><td>Read, Grant, Revoke</td><td>None</td></tr><tr><td>Access role</td><td>Read, Create, Update, Delete, Copy</td><td>None</td></tr><tr><td>Account</td><td>Read, Update, Delete</td><td>None</td></tr><tr><td>Activity history</td><td>Read</td><td>None</td></tr><tr><td>Activity log</td><td>Read</td><td>None</td></tr><tr><td>Change log</td><td>Read</td><td>None</td></tr><tr><td>Schedule monitor</td><td>Read, Create, Update, Delete</td><td>None</td></tr><tr><td>Service access</td><td>Read, Create, Update, Delete</td><td>None</td></tr><tr><td>Service module</td><td>Read, Update</td><td>None</td></tr><tr><td>Service version</td><td>Read</td><td>None</td></tr><tr><td>Support</td><td>Read, Create</td><td>Read, Create</td></tr><tr><td>User</td><td>Read, Create, Update, Delete, Grant admin, API token, Security key, Profile</td><td>Profile (own user only)</td></tr></tbody></table><figcaption class="attachment__caption"></figcaption></figure><p></p><div>Give Account Admin only to the people who manage Rapidi for your company. Everyone else should be an Account Member, with service roles added for the services they work on.<br><br></div><div><strong>Service roles<br></strong><br></div><div>Generated service roles are named after what they allow, so you can pick one by its name. Examples you will see in the list:<br><br></div><ul><li><strong>Service: connection edit</strong>: can edit connections on the service</li><li><strong>Service: connection edit, tag edit</strong>: can edit connections and tags</li><li><strong>Service: connection edit, schedule edit, tag edit</strong>: can edit connections, schedules and tags</li><li><strong>Service: all but AI skills</strong>: full service access except AI skills</li><li><strong>Service: all but AI agents, AI memory, AI skills</strong>: full service access without the AI features</li><li><strong>Service role 1</strong> to <strong>Service role 8</strong>: further generated combinations; expand a row to see exactly which resources and actions it includes</li></ul><div>To see the full list of permissions in any role, click the arrow at the start of its row.<br><br></div><div><strong>How to create a custom role<br></strong><br></div><div>Create a custom role only when none of the standard roles fits. The quickest way is usually to copy the closest standard role and adjust it.<br><br></div><div><strong>Option A: copy an existing role (recommended)<br></strong><br></div><ol><li>Go to <strong>Access &gt; Roles</strong>.</li><li>Find the role closest to what you need, and click the <strong>copy</strong> icon in the <strong>Actions</strong> column.</li><li>Give the copy a clear name and a description, for example "MyData Read Only Access".</li><li>Adjust the resources and actions so the role allows exactly what the user needs.</li><li>Save. The new role shows <strong>Copy of [original role]</strong> in the <strong>Origin</strong> column.</li></ol><div><strong>Option B: create a role from scratch<br></strong><br></div><ol><li>Go to <strong>Access &gt; Roles</strong> and click <strong>New</strong>.</li><li>Fill in the <strong>Name</strong> and a <strong>Description</strong> that explains what the role is for.</li><li>Choose the <strong>Scope</strong>: <strong>Account</strong> for a role that controls account-level features, or <strong>Service</strong> for a role that controls what users can do inside a service.</li><li>Click <strong>Save</strong>.</li><li>Open the new role with the pencil icon and add its permissions: pick each resource and the actions allowed on it.</li></ol><div>Custom roles show a pencil (edit) and a bin (delete) icon in their row. System and generated roles can only be copied.<br><br></div><div><strong>Tip:</strong> name roles after what they allow, not after a person. "Service: MyData read only" stays useful when people change jobs; "Anna's role" does not.<br><br></div><div><strong>How to grant a user access<br></strong><br></div><div>A grant is what actually gives a user their permissions: a role on its own does nothing until it is granted to someone. The user must already exist under <a href="/wiki/manage_users" data-turbo="true" data-turbo-stream="true" data-controller="wiki" data-action="wiki#updateUrl">Manage Users</a>; if not, create them first with <a href="/wiki/create_user" data-turbo="true" data-turbo-stream="true" data-controller="wiki" data-action="wiki#updateUrl">Create User</a>.<br><br></div><ol><li>Go to <strong>Access &gt; Grants</strong> and click <strong>New</strong>.</li><li><strong>User:</strong> start typing the user's name and pick them from the list. The company name appears in brackets for users outside your own company, such as partners.</li><li><strong>Role:</strong> pick the role the user should have. You can type to filter the list.</li><li><strong>Scope:</strong> pick where the role applies: your <strong>Account</strong> for an account role, or a specific <strong>Service</strong> for a service role. Services are listed by name and number, for example HUBSPOT_BC_PRODUCTION (#90).</li><li>Click <strong>Save</strong>.</li></ol><div>Repeat for every role and every service the user needs. For example, a consultant working on two services gets one grant per service.<br><br></div><div><strong>Finding and removing grants<br></strong><br></div><ul><li>Use the <strong>person</strong> icon to filter grants by user and the <strong>folder</strong> icon to filter by scope, or type in <strong>Search</strong>.</li><li>To remove access, click the <strong>bin</strong> icon at the end of the grant's row. The user loses that role on that scope straight away; their other grants stay in place.</li></ul><div><strong>Auditing access<br></strong><br></div><div>Every change to roles and grants is recorded, so you can always see who gave whom which access, and when. <strong>Change Log</strong> lists each change with:<br><br></div><p></p><figure class="attachment attachment--content"><table class="table table-bordered"><thead><tr><td>Column</td><td>Shows</td></tr></thead><tbody><tr><td>When</td><td>Date and time of the change</td></tr><tr><td>Actor</td><td>The user who made the change</td></tr><tr><td>Action</td><td>create, update or delete</td></tr><tr><td>Record</td><td>What was changed: an access role, an access role permission or an access grant, with its number</td></tr><tr><td>What changed</td><td>The fields that were set or changed, such as the role name, scope, user or permitted actions</td></tr></tbody></table><figcaption class="attachment__caption"></figcaption></figure><p></p><div>Use <strong>From Date</strong>, <strong>To Date</strong> and <strong>Search</strong> to narrow the list, and the icons above the table to filter by user or by type of record. Click the arrow at the start of a row to see the full details of that change.<br><br></div><div><strong>Activity Log</strong> and <strong>Activity Statistics</strong> show what users have been doing in Rapidi, which helps you check that access matches actual use.<br><br></div><div><strong>Recommended setup<br></strong><br></div><div>Give each user the least access they need to do their job, and add more when they ask for it. The table below shows a starting point for common profiles.<br><br></div><p></p><figure class="attachment attachment--content"><table class="table table-bordered"><thead><tr><td>Who</td><td>Account grant</td><td>Service grants</td></tr></thead><tbody><tr><td>Rapidi administrator in your company</td><td>Account Admin</td><td>Add service roles if they also work inside specific services</td></tr><tr><td>Integration owner who maintains the setup</td><td>Account Member</td><td>A full service role (for example "Service: all but AI skills") on each service they own</td></tr><tr><td>Business user who fixes data errors</td><td>Account Member</td><td>"Service: connection edit" or a read-only custom role on the services they monitor</td></tr><tr><td>External partner or consultant</td><td>Account Member</td><td>A service role only on the services they work on, removed when the project ends</td></tr><tr><td>Read-only stakeholder</td><td>Account Member</td><td>A custom read-only role, for example a copy of a MyData role limited to reading records</td></tr></tbody></table><figcaption class="attachment__caption"></figcaption></figure><p></p><div>Good habits:<br><br></div><ul><li>Keep at least <strong>two</strong> Account Admins, so you are never locked out if one person is away.</li><li>Review your grants every quarter and remove access people no longer need.</li><li>Remove partner and consultant grants as soon as a project ends.</li><li>Write a description on every custom role saying what it is for and who should get it.</li><li>Check the Change Log after any large change to confirm it did what you expected.</li></ul><div><strong>Frequently asked questions<br></strong><br></div><div><strong>Do I need to do anything?</strong><br>Yes. Every user needs the right grants in the new Access section to keep the access they have today. Start with your administrators, then go through your other users service by service.<br><br></div><div><strong>Who can manage roles and grants?</strong><br>Users with the Account Admin role. It can read, grant and revoke access, and create, update, delete and copy roles.<br><br></div><div><strong>Can a user have more than one role?</strong><br>Yes. A user can hold any number of grants, for example Account Member on the account plus different service roles on different services. Their permissions add up.<br><br></div><div><strong>Why can't I edit a role?</strong><br>System and generated roles are maintained by Rapidi and cannot be changed. Copy the role instead and edit the copy.<br><br></div><div><strong>A user can't see a service or a feature. What should I check?</strong><br>Go to <strong>Access &gt; Grants</strong>, filter by the user, and check that they have a role on that exact service and that the role includes the resource they need. Expand the role under <strong>Access &gt; Roles</strong> to see its permissions.<br><br></div><div><strong>I removed a grant by mistake. Can I undo it?</strong><br>Create the grant again with the same user, role and scope. The Change Log shows what the original grant contained.<br><br></div><div><strong>The section is marked BETA. What does that mean?</strong><br>The feature is live and should be used now, but we are still improving it based on your feedback. Tell us what works and what you are missing.<br><br></div><div><strong>Related pages<br></strong><br></div><ul><li><a href="/wiki/manage_users" data-turbo="true" data-turbo-stream="true" data-controller="wiki" data-action="wiki#updateUrl">Manage Users</a></li><li><a href="/wiki/create_user" data-turbo="true" data-turbo-stream="true" data-controller="wiki" data-action="wiki#updateUrl">Create User</a></li><li><a href="/wiki/service_access" data-turbo="true" data-turbo-stream="true" data-controller="wiki" data-action="wiki#updateUrl">Service Access</a></li></ul><div><strong>Need help?<br></strong><br></div><div>Contact Rapidi Support if you are unsure which roles your users need, or if you would like us to review your setup with you.<br><br></div></div>
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