Overview of Groups and Permissions in Horilla CRM

In any CRM system, managing user access is just as important as managing customer data. Different users have different responsibilities, and not everyone should have access to all features or sensitive information. To address this, Horilla CRM provides a powerful and flexible Groups and Permissions system.

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Groups and Permissions allow administrators to control what users can see and do in the system based on their role, which represents the position of the user in the organization. From high-level access control to detailed field-level security, this feature ensures data security, operational clarity, and smooth collaboration across teams.

This blog explains how Groups and Permissions work in Horilla CRM, covering group management, permission assignment, field-level control, user-specific permissions, and super user access—step by step.

Understanding Groups in Horilla CRM

In Horilla CRM, a Group defines a user’s role or position within the organization.
Permissions are assigned to groups, and users inherit access based on the group they belong to.

Groups make permission management easier by applying rules at the role level instead of configuring each user individually.

Step 1: Accessing Groups and Permissions

1. Open Settings from the top navigation bar.
2. Navigate to General → Groups and Permissions.
3. The page contains three sections:
   • Groups
   • Permissions
   • Super Users

Step 2: Managing Groups (Roles)

The Groups tab displays all available roles in the system along with the number of users assigned to each role.

Creating a Group

1. Click Add Groups.

2. Enter the role name
3. Select the Parent role
4. Save the group.

Once created, the group becomes available for permission and user assignment.

Step 3: Assigning Members to a Group

1. Select a group from the list.
2. Switch to the Members view.
3. Click Add Member.
4. Select users and save.

Users assigned to a group automatically inherit the permissions defined for that role.

Step 4: Configuring Group Permissions

Permissions define what actions a group can perform on different modules.

1. Select a group.
2. Open the Permissions view.
3. Choose the required access levels for each module.
4. The Select All option allows administrators to quickly assign all available permissions for the selected modules at once.

Available permissions include:

• Create
• Change
• View
• Delete
• Own-level permissions for controlled access

Changes apply to all users within the group.

Step 5: Managing Field-Level Permissions

Horilla CRM allows permissions to be controlled at the field level for each model.

1. Click on a model name.
2. The Field Level Permissions window opens.
3. Set access for each field as:
   • Read Only
   • Read and Write
   • Don’t Show
4. Save changes.

Required fields remain visible during record creation and duplication. Field-level settings apply mainly during editing.

Step 6: User-Based Permissions

The Permissions tab also allows permissions to be assigned directly to individual users.

1. Select a user from the list.
2. Expand the user panel.
3. Configure permissions as needed.
4. Save changes.

User-level permissions can override group-level permissions when required.

Step 7: Managing Super Users

The Super Users section is used to grant full system access.

1. Open the Super Users tab.
2. Enable the Super User status for a user.
3. Save changes.

Super Users are not restricted by group or user-level permissions.

Benefits of Using Groups and Permissions

• Centralized access control
• Role-based security management
• Reduced administrative effort
• Clear separation of responsibilities
• Improved data protection

The Groups and Permissions feature in Horilla CRM provides a structured and secure way to manage user access based on roles. By combining group-based permissions, field-level security, user-specific overrides, and super user access, organizations can maintain strong data governance while ensuring operational efficiency.

This role-driven approach simplifies administration, reduces errors, and ensures that users only access what they are authorized to use. As teams grow and responsibilities evolve, Groups and Permissions remain a reliable foundation for scalable and secure CRM management.