GoHighLevel Roles and Permission Scopes How-To
If you manage multiple SaaS platforms like ClickUp and GoHighLevel, understanding how access works is critical for security and efficient workflows. This how-to guide explains exactly how admin and user roles function in GoHighLevel, how permission scopes are applied across accounts and sub-accounts, and what you can safely share with team members.
Understanding GoHighLevel Admin vs User Roles
In GoHighLevel, every person who logs in is assigned a role that determines what they can see and do. At the highest level there are two main types of roles:
- Admin (agency-level) – Full access to manage the overall agency account.
- User (sub-account level) – Access that is limited to specific locations and tools.
Knowing which role to assign helps protect client data, control billing, and keep your workspace organized.
How GoHighLevel Admin Access Works
Admin roles in GoHighLevel are typically given to owners or trusted managers in an agency. Admins can manage almost every aspect of the platform.
What an Admin Can Do in GoHighLevel
An agency admin in GoHighLevel usually has the ability to:
- View and manage all sub-accounts under the agency.
- Access global agency settings and configurations.
- Configure integrations that affect the entire agency account.
- Control user creation and assignment to locations.
- Adjust permission scopes for other users where supported.
Because this role is powerful, be selective with who gets admin access and review admin users regularly.
When to Create an Admin in GoHighLevel
Create or assign an admin role when someone needs to:
- Set up new client sub-accounts or locations.
- Oversee global pipelines, templates, and automations.
- Handle billing, high-level integrations, and agency-level settings.
- Support other team members with technical troubleshooting.
If a team member only needs access to one client account, a user role is usually sufficient.
How GoHighLevel User Roles Work
User roles in GoHighLevel are designed for team members who work inside specific accounts or locations rather than across the entire agency.
Typical GoHighLevel User Permissions
Depending on the permission scopes you choose, a user in GoHighLevel can be allowed to:
- View and manage contacts and opportunities.
- Use the Conversations inbox and respond to leads.
- Access Calendars, Pipelines, and basic CRM tools.
- Work with Funnels, Websites, and basic marketing assets.
- View or participate in Campaigns and Workflows, where granted.
The exact permissions depend on the scopes you enable when creating or editing the user.
Assigning GoHighLevel Users to Locations
User roles are typically tied to one or more locations (sub-accounts). To manage this:
- Decide which location(s) the user should access.
- Create or edit the user from the appropriate area in your account.
- Select the relevant location(s) and match their permission scopes to their job duties.
- Save changes and confirm that the user can only see the intended areas.
This structure keeps each user focused on the correct client or department, while protecting unrelated data.
Permission Scopes in GoHighLevel
Permission scopes let you fine-tune what admins and users can do inside GoHighLevel. Instead of giving everyone full access, you can grant access only to the modules they need.
Common GoHighLevel Permission Areas
Depending on your plan and current feature set, scopes will generally cover areas such as:
- Dashboard and reporting views.
- Contacts, Leads, and Opportunities.
- Conversations, Phone, and SMS tools.
- Calendars and Appointment Booking.
- Funnels, Websites, and Landing Pages.
- Campaigns, Workflows, and Automations.
- Payments, Invoicing, and related settings.
Each area can typically be toggled on or off, or restricted, so roles match real responsibilities.
How GoHighLevel Scopes Apply to Roles
When you assign a role in GoHighLevel, you combine the base role type (admin or user) with specific scopes:
- Select whether the person is an admin or a regular user.
- Choose which location(s) they can access.
- Activate the modules and tools they need inside those locations.
- Save and test the account using a limited login to confirm behavior.
By combining these controls, you can create fine-grained access that still stays easy to manage.
Best Practices for GoHighLevel Role Management
Following a few simple practices will keep your GoHighLevel account secure and easier to maintain.
Match GoHighLevel Access to Real Job Duties
Before assigning a role, answer:
- Does this person need access to all clients or just one?
- Do they manage strategy, or just handle daily communication?
- Do they need to edit automations or only view them?
Use these answers to select the minimum scopes they truly need.
Review GoHighLevel Roles Regularly
Set a recurring reminder to audit access:
- Remove users who no longer work with your agency.
- Downgrade admin access when responsibilities change.
- Update scopes if a team member is promoted or changes teams.
Regular access reviews reduce risk and keep your GoHighLevel setup aligned with reality.
Practical GoHighLevel How-To Steps
Use these general steps as a pattern when working with roles and scopes.
How to Safely Add a New GoHighLevel User
- Identify the location(s) the user should work in.
- Decide if they truly need admin rights or just user-level access.
- From your account, navigate to the area where users are managed.
- Add the new user and assign them to the correct location(s).
- Select permission scopes based on their responsibilities.
- Save and send the login details.
- Verify that the user can log in and only see expected data.
How to Adjust GoHighLevel Permissions
- Locate the user in your account.
- Edit their role and review current scopes.
- Turn off features they do not need to reduce risk.
- Enable features they now require due to new duties.
- Confirm changes and ask the user to log out and back in.
Repeat this process whenever a team member’s role changes.
Where to Learn More About GoHighLevel Roles
For deeper reference on exact admin vs user capabilities and permission scope behavior, review the official documentation on the GoHighLevel help center: Admin vs User roles and permission scopes.
If you need expert help implementing role structures, automation, or broader CRM strategy, you can also explore consulting resources at Consultevo.
By carefully configuring admin and user roles, and by tuning permission scopes to match responsibilities, you can keep your GoHighLevel account secure, organized, and ready to scale with your agency.
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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