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Specialized Roles

Common role templates for specific job functions.

Learning Objectives​

After this module, you will be able to:

  • Identify appropriate standard roles for job functions
  • Customize roles based on templates
  • Apply best practices for role design
  • Combine roles for complex job functions

Role Template Categories​

ROLE TEMPLATE OVERVIEW
===============================================================================

┌─────────────────┐  ┌─────────────────┐  ┌─────────────────┐
│    FINANCE      │  │     SALES       │  │   OPERATIONS    │
├─────────────────┤  ├─────────────────┤  ├─────────────────┤
│ A/P Clerk       │  │ Sales Rep       │  │ Warehouse       │
│ A/R Clerk       │  │ Sales Manager   │  │ Purchasing      │
│ Accountant      │  │ Sales Admin     │  │ Store Manager   │
│ Payroll Manager │  │ Account Manager │  │ Inventory Mgr   │
│ Controller      │  │ Marketing       │  │ Production      │
└─────────────────┘  └─────────────────┘  └─────────────────┘

┌─────────────────┐  ┌─────────────────┐  ┌─────────────────┐
│    SUPPORT      │  │      IT         │  │    EXECUTIVE    │
├─────────────────┤  ├─────────────────┤  ├─────────────────┤
│ Support Rep     │  │ Administrator   │  │ CEO/CFO         │
│ Support Manager │  │ Developer       │  │ VP/Director     │
│ Field Service   │  │ IT Support      │  │ Board Member    │
└─────────────────┘  └─────────────────┘  └─────────────────┘

Finance Roles​

A/P Clerk​

A/P CLERK ROLE
===============================================================================

Primary Function: Process vendor invoices and payments

Key Permissions:
├── Vendor Bill: Full
├── Vendor Payment: Create
├── Vendor Credit: Create
├── Purchase Order: View
├── Vendors: Edit
└── Check: Print

Restrictions:
├── May be limited by subsidiary
└── Payment approval thresholds

Typical Tasks:
├── Enter vendor bills
├── Apply credits
├── Process payment batches
├── Vendor inquiries
└── 1099 preparation

A/R Clerk​

A/R CLERK ROLE
===============================================================================

Primary Function: Process customer invoices and payments

Key Permissions:
├── Invoice: Edit
├── Customer Payment: Full
├── Credit Memo: Create
├── Customer Deposit: Full
├── Customers: Edit
└── Deposit: Create

Typical Tasks:
├── Apply customer payments
├── Process deposits
├── Issue credit memos
├── Customer account inquiries
├── Aging review
└── Collections support

Accountant​

PermissionLevelPurpose
Journal EntryFullMonth-end adjustments
All Financial TxnsFullComplete access
Bank ReconciliationFullCash management
Period CloseEditClose periods
Financial ReportsViewReporting access

Controller​

CONTROLLER ROLE
===============================================================================

Base Role: Accountant + Additional

Additional Permissions:
├── Account: Full (chart of accounts)
├── Accounting Periods: Full
├── Consolidation: Full (OneWorld)
├── Tax Configuration: Edit
├── Budget: Full
└── All Financial Reports: View

Typical Responsibilities:
├── Month-end close
├── Financial statement prep
├── Audit support
├── Budget management
└── Policy setting

Sales Roles​

Sales Representative​

SALES REPRESENTATIVE ROLE
===============================================================================

Primary Function: Sell products/services, manage customer relationships

Key Permissions:
├── Estimate/Quote: Full
├── Sales Order: Full
├── Opportunity: Full
├── Customer: Full
├── Contact: Full
├── Lead: Full
└── Invoice: View (no edit post-sale)

Cannot Access:
├── Pricing administration
├── Cost information
├── AR collections
├── Commission settings
└── Setup menus

Typical Tasks:
├── Create quotes/estimates
├── Enter sales orders
├── Manage opportunities
├── Customer communication
└── Pipeline management

Sales Manager​

PermissionLevelIn Addition To Sales Rep
ReportsViewTeam performance reports
CommissionViewTeam commission review
PricingViewPricing visibility
Sales OrdersFullApprove/override
DiscountsApproveDiscount approval

Account Manager​

ACCOUNT MANAGER ROLE
===============================================================================

Primary Function: Strategic account relationship management

Combines:
├── Sales Representative permissions
├── + Support case visibility
├── + Renewal tracking
├── + Contract management
├── + Upsell/cross-sell access

Restrictions:
├── Often by customer list (territory)
└── Or by customer type (Enterprise)

Operations Roles​

Warehouse Role​

WAREHOUSE ROLE
===============================================================================

Primary Function: Manage inventory movements

Key Permissions:
├── Item Fulfillment: Full
├── Item Receipt: Full
├── Inventory Adjustment: Create
├── Transfer Order: Full
├── Item: View
├── Bin Management: Full
└── Pick/Pack: Full

Cannot Access:
├── Sales orders (except view for fulfillment)
├── Purchase orders (except view for receiving)
├── Pricing
├── Financial transactions
└── Customer/vendor records

Typical Tasks:
├── Pick and pack orders
├── Receive shipments
├── Cycle counts
├── Bin transfers
├── Return processing

Purchasing Role​

PermissionLevelPurpose
Purchase OrderFullCreate/manage POs
VendorFullVendor management
Item ReceiptCreateReceive goods
RequisitionFullHandle requests
Vendor BillViewReview invoices
ItemsViewCheck availability

Inventory Manager​

INVENTORY MANAGER ROLE
===============================================================================

Base Role: Warehouse + Additional

Additional Permissions:
├── Inventory Adjustment: Full
├── Physical Inventory: Full
├── Item: Edit (limited)
├── Inventory Reports: View
├── Reorder Points: Edit
└── Safety Stock: Edit

Typical Responsibilities:
├── Cycle count supervision
├── Variance analysis
├── Stock level optimization
├── Shrinkage management
└── Receiving oversight

Support Roles​

Support Representative​

SUPPORT REPRESENTATIVE ROLE
===============================================================================

Primary Function: Resolve customer issues

Key Permissions:
├── Case: Full
├── Customer: View
├── Sales Order: View
├── Invoice: View
├── Knowledge Base: View
└── Time Entry: Create (for case time)

Cannot Access:
├── Financial data
├── Create transactions
├── Edit customer records
├── Order management
└── Pricing

Typical Tasks:
├── Case management
├── Customer inquiry
├── Issue escalation
├── Knowledge contribution
└── SLA tracking

Support Manager​

Additional PermissionPurpose
Case EscalationHandle escalated cases
Support ReportsTeam metrics
Knowledge Base EditMaintain KB
SLA ConfigurationView/adjust SLAs
Team AssignmentAssign cases

Creating Custom Roles from Templates​

Process​

CUSTOM ROLE CREATION
===============================================================================

Step 1: Identify Closest Standard Role
├── Review job requirements
├── Find best-matching template
└── Note required modifications

Step 2: Clone the Role
├── Setup > Users/Roles > Manage Roles
├── Find template role
├── Click "Customize" or "Duplicate"
└── Give new name: "[Company] Sales Rep"

Step 3: Modify Permissions
├── Add needed permissions
├── Remove unnecessary access
├── Set appropriate levels
└── Configure restrictions

Step 4: Test
├── Assign to test user
├── Login with test account
├── Verify access is correct
├── Check cannot access restricted areas

Step 5: Deploy
├── Document role purpose
├── Train users
├── Assign to production users
└── Monitor for issues

Best Practices​

PracticeBenefit
Start from templateFaster, more complete
Name clearly"[Company] [Function] [Level]"
Document purposeFuture admin clarity
Test thoroughlyPrevent access issues
Review quarterlyKeep current with org changes

Key Takeaways​

  1. Use standard roles as starting point - don't build from scratch
  2. Clone and customize - preserve template, modify copy
  3. Match role to job function - not to individual
  4. Test before deployment - verify correct access
  5. Document modifications - maintain audit trail