How to create custom roles and add team members

Summary:

OpenSolar offers powerful tools to help you manage team structure, user access, and project visibility. By utilizing custom roles and team settings, your organization can tailor platform permissions to match your internal workflows and processes.

Roles define what parts of the OpenSolar platform a user can access and the actions they’re allowed to perform. OpenSolar provides seven predefined roles for convenience, but you can also create custom roles suited to your specific needs.

Table of contents:

Creating a custom role

• Setting Role Permissions

Adding and Assigning a Role to a Team Member

• To add a new team member
• Additional Team Member Settings

Predefined Roles Overview

Creating a custom role:

To create a custom role:

1. Navigate to Control > Company > Custom Roles.

2. Click + Create Permission Set to begin.

3. Enter a title for the new role. This title will be displayed when assigning roles to team members.

OpenSolar includes seven predefined role templates designed to simplify setup. When creating a custom role, you can select one of these templates in the "Sharing Permission Base Template" dropdown and click Apply to use it as a starting point. You can then customize individual permissions as needed.

Setting Role Permissions:

The permission editor is organized into rows representing different areas of the OpenSolar platform. Each row includes four columns:

• View

• Create

• Edit

• Delete

Check or uncheck each box to grant or restrict access to a specific area. For example, you may allow a team member to view information but prevent them from editing or deleting it.

Note: To restrict a user to viewing only their assigned projects (and not the projects of other users), make sure the "Grant Access to Projects from These Users" field is left blank in their team settings.

Adding and Assigning a Role to a Team Member:

Once your custom role is created, you can assign it to new or existing team members.

To add a new team member:

1. Navigate to Control > Company > Team.

2. Click + Add Team Member.

3. Complete the following required fields:

   • Send email invitation to (email address)

   • Role (select from predefined or custom roles)

While not required, we recommend adding the team member’s name so it appears correctly on proposals.

Note: If you're assigning a manager who needs access to their team’s projects but not all company projects, use the "Grant access to projects from these users" field. Enter the names of team members whose projects the manager should be able to view.

Once saved, the new team member will receive an invitation to join your organization. They’ll create a password to log in for the first time.

Additional Team Member Settings:

OpenSolar offers several optional integrations and configurations for team members:

• Meeting Scheduler Integration
  Connect tools like Calendly so clients can schedule meetings directly through the proposal.

• Olark Chat Integration
  Enable live chat between the team members and customers.

• User Finance Setup
  Some financing partners require users to be linked via email. Add the team member’s email address under the appropriate financier settings to establish this link.

Predefined Roles Overview:

To help you get started quickly, OpenSolar provides seven predefined roles. These roles can be used as-is or modified when creating custom permission sets.