How to set Custom Admin Roles within your agency

Who this applies to: Agency Administrators.

Outcome: Custom roles appear in your agency’s role library and can be assigned to team members.

Understanding Your Admin Role Library

Navigate to Agency › Configuration › User Roles to see two sections:

Built-in Office Puzzle Roles (Office Puzzle roles)

These six roles are available to all agencies as starting templates:

Creating a Custom Role

Step 1: Open the User Roles Page

1. From the left sidebar, go to your Agency name.
2. Click Configuration.
3. Select User Roles.

Step 2: Start a New Role (Clone Office Puzzle Managed ADMIN Role)

1. Click on the right blue icon of the page under Actions.
2. Hit Clone, and the New Role dialog will open.

Step 3: Fill in the General Tab

1. Enter a Name for the role (required). Use a clear, descriptive name, e.g., ADMIN_CLINICAL_CUSTOM.
2. Add an optional Description (up to 500 characters) to clarify the role’s purpose.

Step 4: Configure Permissions

1. Click the routes tab.
2. The tab lists all available permission routes. Each row has a Granted checkbox.
3. Use the Search bar inside the tab to filter routes by keyword (e.g., type billing to find billing-related routes).
4. Check or uncheck the Granted checkbox for each route to grant or revoke access.
5. The number in the tab label updates in real time to reflect how many routes are currently granted.

Step 5: Save the Role

1. Click Create.
2. A "Created with success" confirmation appears at the top of the page.
3. The new role appears in the Managed by agency section.

✅ Expected Outcome: Your custom role is now saved and available in the Managed by agency section. It can be assigned to users from the Users management area.

Editing a Custom Role

You can only edit roles within the Managed by agency section.

1. Locate the role in the Managed by agency section.
2. Click the Action button (grid icon) on the right side of the row.
3. Select Edit from the dropdown.
4. Update the name, description, or route permissions as needed.
5. Click Create to save your changes.

Deleting a Custom Role

Deleting a role is permanent. Confirm before proceeding.

1. Locate the role in Managed by agency.
2. Click the Action button (grid icon).
3. Select Delete.
4. A Warning dialog will ask: “Are you sure you want to delete this role?”
5. Click Yes to confirm.
6. The role is removed and a confirmation message appears.

⚠️ Before You Delete: Deleting a role may affect users currently assigned to it. Review user assignments before removing a role.

Searching Roles

Use the Search bar at the top of the User Roles page to filter roles across both sections in real time.

• Type any part of a role name to narrow the list.
• Both Managed by agency and Office Puzzle roles sections update simultaneously.
• Clear the search field to return to the full list.