Introduction
User Roles in AskNicely allow you to control what your team members can see and do within the platform. Whether you're managing a small team or a large frontline operation, roles help align access with job functions and maintain data privacy.
If you're using our Frontline Coaching module, User Roles combined with Locked Filters can provide highly tailored views for frontline users and managers—ensuring everyone only sees the data that’s relevant to them.
🔐 Available on all plans with the Custom User Add-on.
Video Tutorial
Individual Role-Level Filtering
Step-by-Step Instructions
✅ Accessing and Creating User Roles
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Navigate to Settings > Users > User Roles
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We recommend creating roles before adding new users
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Assign a role at the time of user creation or edit it later under the user's profile
⚠️ If you delete or modify a role, users assigned to it may default to Read-only unless updated manually.
Standard Roles and Permissions
AskNicely comes with 3 default user roles:
| Role | Permissions |
|---|---|
| Admin | Full access to all features and settings |
| User/Staff | Access to the Dashboard and Responses page |
| Read Only | View-only access to the Dashboard |
Assigning a User Role
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Go to Settings > Users
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Click Edit next to the teammate you want to update
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Find the User Role dropdown below the password field
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Select the appropriate role and click Save
📥 For bulk updates, see Adding Users by CSV
Custom User Roles
💬 Contact your Customer Success Manager (CSM) or Account Manager for pricing
With Custom User Roles, you can:
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Modify default roles
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Create entirely new roles tailored to different departments, seniority levels, or visibility needs
To create a custom role:
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Enter the new role name in the field at the bottom of the User Roles page
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Click Add Role
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Use the toggle switches to enable or disable specific permissions for that role
To update an existing custom role:
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Select the role, adjust toggles to change access, and save your changes
Locked Filters
Locked Filters limit what a user can see by locking views to specific data values—ideal for segmenting access based on:
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Location
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Segment
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CSM name
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Product line
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Customer tier
To apply a Locked Filter:
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Click Add Filter inside the User Role settings
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Choose a Data Field (e.g., Location)
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Then either:
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Set a static value (e.g., “San Francisco”)
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Set a user-specific value (useful for role-based filtering, e.g., each CSM sees only their clients)
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🔄 Multiple filters can be applied (e.g., Location + Tier)
Special Note for Frontline Coaching Accounts
If you see the setting “Only filter for personal scorecard” enabled:
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It will show all data on the dashboard and responses page
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However, only filtered responses will count toward that user's scorecard
❗ If users are seeing more than they should, ensure this toggle is disabled.
Individual Role-Level Filtering
If you choose per-user filtering, follow these steps:
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Go to Settings > Users
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Edit each user with the custom role
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Assign their individual data value (e.g., Region = East Coast)
You can also bulk-assign these via CSV upload.
Previewing a User’s View
Want to see how a user’s access looks?
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Click the cog wheel (bottom-left corner)
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In the upper-left menu under your name, click “View as someone else...”
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Select the user you'd like to impersonate
If you see a "user cannot access this page" message, click Dashboard to proceed
You’ll now see the platform exactly as that user does.
To exit this view, click the “X” in the top banner.
FAQs & Common Issues
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Q: What happens if a User Role is deleted?
A: Any users assigned to it revert to Read Only access until updated. -
Q: Can one user have access to multiple filters?
A: Yes! Use multiple filters within their role to broaden their scope selectively. -
Q: How do I give one manager access to all regions, but reps only access to their own?
A: Create separate roles: one with all-region access and one with a locked filter for each rep.
Next Steps & Related Articles
Video Tutorial
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Need Help?
We're here to support you. Contact us via the chat icon in AskNicely or email support@asknice.ly.