Users, profiles and the role hierarchy
Invite teammates, define permissions with profiles, and control data access with the role hierarchy and sharing rules.
Adding users#
- Open Setup > Users and click New User.
- Choose a name, e-mail and profile.
- The user receives an invitation e-mail, sets a password and logs in.
Profiles#
A profile defines what a group of users can see and do:
- Per-object view / create / edit / delete permissions.
- Access to Setup screens (admin profiles only).
- Profile-based page layouts: the same record page can look different per profile.
A typical setup: Administrator (everything), Standard (daily work, Setup closed), plus department profiles when needed (for example a support profile that only sees Service360).
Role hierarchy#
Under Setup > Role Hierarchy you model your org chart: a user in a higher role can see the records of those below. This is how a sales manager sees the whole team's opportunities.
User profile page#
Clicking a user's name (in global search, as a record owner or from your profile menu at the top right) opens their profile page. At the top is an identity strip: photo, name, title, e-mail and badges for role, active status and two-step verification. The four boxes below show how many records the user owns, their open tasks, their posts and when they were last seen.
- User Details: permission sets, language, two-step verification and last seen.
- Owned Records: record counts per object with the first few records; Open list opens the matching list.
- Open Tasks, Posts and Recent Activity. Recent activity is visible to the user and to anyone allowed to view the audit log.
- On your own profile you also get Email Signature (Edit Signature opens the same editor as on record pages) and a Records I Follow card.
The Edit Profile button (or the E key) opens a window with name, title, and on your own profile language, the two-step verification switch and password change. Only an administrator can change the e-mail address.
Sharing#
The Setup > Sharing screen sets default access per object: public, owner only, visible through the hierarchy and so on. Role and profile access is layered on top of a restrictive default.
Queues#
A queue is a shared pool where unowned records wait (for example "Support Queue"). Assignment rules drop new cases into the queue; team members take ownership from it.