GoHighLevel User Roles, Permissions, and Assigned Data
If you are moving from ClickUp or any other platform into GoHighLevel, understanding how user roles and permissions work is essential for secure and organized workflows. This how-to guide walks you step by step through managing roles, permissions, and assigned data at the sub-account level so every team member gets the right access without exposing sensitive information.
The instructions below are based on the official documentation for GoHighLevel user roles and permissions found on the original support page. You will learn how to assign roles, limit access to specific records, and configure the data each user can see.
What Are User Roles in GoHighLevel?
User roles in GoHighLevel define the overall access level a person has within a sub-account. They help you separate responsibilities between administrators, managers, and standard users while keeping control over who can edit or view specific business areas.
Typical role concepts include:
- High-level control for account owners or admins
- Manager roles to oversee pipelines, conversations, or campaigns
- Limited roles for sales reps, support staff, or assistants
By combining roles with assigned data, you can give each user access only to the leads, opportunities, or conversations that matter to them.
How GoHighLevel Permissions Work
Beyond roles, GoHighLevel permissions determine which features and tools a user can access in a sub-account. These permissions are usually grouped by functional areas like conversations, calendars, pipelines, or reporting.
Permissions often control whether a user can:
- View specific sections
- Create or edit records
- Delete records
- Access automation or campaign tools
Combining precise permissions with clearly defined user roles helps you maintain security and streamline daily operations in GoHighLevel.
Understanding Assigned Data in GoHighLevel
Assigned data is a powerful way to limit what individual users can see inside GoHighLevel. Instead of giving blanket access to all records, you can restrict visibility to items the user owns or is assigned to.
Assigned data typically controls visibility for:
- Contacts and leads
- Opportunities and pipeline stages
- Conversations and inbox threads
- Tasks or similar records linked to users
This ensures each team member only sees what is relevant to their work, improving focus and protecting sensitive client information.
How to Access User Roles and Permissions in GoHighLevel
Follow these steps to open the user roles and permissions settings for a specific sub-account in GoHighLevel:
- Log in to your main GoHighLevel account.
- Navigate to the sub-account where you want to manage users.
- Open the settings area for that sub-account.
- Go to the section dedicated to Users, Roles, or Team Management (names may vary slightly based on updates).
From this central location, you can create new users, change their roles, and configure the permissions and assigned data they should have within that sub-account.
Step-by-Step: Assigning a Role to a User in GoHighLevel
Use the following process to assign or change a user role for a sub-account in GoHighLevel:
- Open the specific sub-account where the user should work.
- Go to the Settings area.
- Click on the Team or Users section.
- Find the user you want to update or invite a new user.
- In the user details, locate the Role field.
- Select the appropriate role from the dropdown list (for example, Admin, User, or a custom role if available).
- Save your changes so the new role is applied immediately.
After you pick the correct role, refine the user’s access further with permissions and assigned data settings.
Configuring Permissions for a GoHighLevel User
Once a role is in place, adjust specific permissions to fine-tune access inside GoHighLevel. This is especially useful when you want a role to have access to certain tools but not others.
Common Permission Areas in GoHighLevel
In most GoHighLevel configurations, you will find permission options such as:
- Conversations – view, reply, or manage messages
- Opportunities – access and move deals through pipelines
- Contacts – see, create, or edit contact records
- Calendars – see or manage appointments
- Marketing – access campaigns, workflows, or templates
- Reporting – view analytics and performance metrics
Steps to Adjust User Permissions in GoHighLevel
- Open the user details inside the sub-account settings.
- Look for the Permissions or Access section.
- Toggle each permission on or off according to the user’s responsibilities.
- Review carefully to ensure no sensitive areas are exposed unnecessarily.
- Save the updated permissions.
By aligning permissions with the person’s real job role, you keep your GoHighLevel sub-account secure and easier to manage.
Setting Assigned Data for Users in GoHighLevel
Assigned data settings control what records a user can see or work with. This is vital when your team handles multiple clients, pipelines, or regions inside one GoHighLevel sub-account.
Typical Assigned Data Options in GoHighLevel
You can usually limit data visibility based on conditions such as:
- Only records assigned to the user
- Records assigned to the user’s team
- All records in a particular pipeline or calendar
- All records in the sub-account (full access)
How to Configure Assigned Data
- Open the user profile inside the sub-account settings.
- Find the Assigned Data or similar section.
- Choose whether the user can see only their own items, their team’s items, or all records.
- Apply any additional filters offered by the interface, such as limiting to certain pipelines.
- Save your changes.
Review the assigned data settings for new team members regularly to ensure they align with your internal policies and client privacy requirements.
Best Practices for Managing GoHighLevel Roles and Permissions
To keep your GoHighLevel sub-accounts organized and secure, use the following best practices:
- Create standardized role templates so common positions (sales rep, manager, admin) always have consistent access.
- Use assigned data limits so each user sees only what they need to perform their work.
- Review roles periodically to remove unused accounts and tighten permissions.
- Document your access strategy in an internal SOP or knowledge base.
Following these guidelines helps you scale your team safely while maintaining clear accountability in GoHighLevel.
Where to Learn More About GoHighLevel User Roles
For deeper detail on each role, permission, and assigned data option, refer to the official documentation here: GoHighLevel user roles and permissions support article.
If you want expert help implementing a full CRM and automation stack, you can also explore consulting services at Consultevo, where teams specialize in building scalable systems around platforms like GoHighLevel.
Summary: Secure Access Management in GoHighLevel
By combining well-structured roles, granular permissions, and carefully defined assigned data, you can control exactly what each user can see and do inside any GoHighLevel sub-account. Use the steps in this guide as a checklist whenever you add new team members, adjust responsibilities, or refine your security model so your CRM remains efficient, safe, and easy to manage.
Need Help With ClickUp?
If you want expert help building, automating, or scaling your GHL , work with ConsultEvo — trusted GoHighLevel Partners.
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