Why do businesses need access control?

As businesses grow, the number of employees and departments increases, sharing CRM access rights with many people is inevitable.

But that comes with risks:

• Customer data is edited or deleted by mistake.
• Employees outside the scope of work still have access to sensitive information.
• Landing page or marketing campaign is published at the wrong time.

Just one wrong operation can have a big impact on the entire system.

That's why Access Level Control in GTG CRM was born — helping you control details of "who can do what" in the system, ensuring data security and smooth operation between departments.

Outstanding features of Access Level Control

• Authorization by role: Manage permissions based on location (Administrator, Marketing Manager, Marketing Staff...).
• Details to each operation: Can enable/disable permissions create, update, delete, publish, connect... in each module.
• Ensure data security data: Employees only operate within the permitted scope.
• Optimize internal workflow: Reduce confusion, increase team performance.

Default roles in GTG CRM

GTG CRM provides 3 standard roles, meet the common operating model of SMEs.

1. Administrator – Full system rights

For business owners or senior administrators.

Administrator can operate on all modules, including:

• Landing Page: create, update, clone, publish/unpublish, delete, edit custom domain.
• Social: create, edit, publish/unpublish, delete, connect accounts.
• Campaigns (Ads): create, view, update, delete, enable/disable campaign, connect Ads.
• Messaging: connect/disconnect accounts, send and view all messages.
• Automation Workflow: create, view, update, delete workflow.
• CRM: create, update, import, assign, view, delete.
• Contacts: view all contacts in the system.
• Email: send marketing or internal emails.

Administrator has the highest authority, ensuring comprehensive control of data and system configuration.

2. Marketing Manager – Marketing Campaign Management

For those in charge of all marketing and communication activities.

• Landing Page: create, clone, edit, publish/unpublish, delete.
• Social: create, update, publish/unpublish, delete, view post.
• Campaigns (Ads): view, create, update, delete campaign; enable/disable.
• Messaging: connect/disconnect accounts, send messages (cannot view all).
• CRM: create, update, assign, import, delete.
• Email: send marketing emails.

Different from Administrator:

Does not have permissions on Automation Workflow and cannot view all contacts or messages.

This role is suitable for campaign coordinators, Ensure marketing activities run as planned without affecting other parts of the system.

3. Marketing Staff – Daily Work Execution

Suitable for marketing staff or internal collaborators.

• Landing Page: create, clone, edit (no publish/unpublish or delete).
• Social: create post, edit, view post (no publish/unpublish or delete).
• Campaigns (Ads): view, create, update campaign (no enable/disable, no delete).
• Messaging: only send messages.
• CRM: create, update, import, view.
• Email: send marketing emails.

No delete rights or deep administrative rights, to limit the risk of confusion or changing important data.

Custom Roles

In addition to the 3 default roles, you can create your own role depending on the needs of the business.

Each right in GTG CRM can be flexibly turned on/off according to each module.

Example For example:

• Customer service staff only need the permission to “View & Reply to messages”.
• Outside collaborators only need “View contact” and “Send email”, do not need the right to edit CRM data.

The groups of permissions that can be edited include:

• Automation Workflow: create, view, update, delete.
• Landing Page: create, clone, publish/unpublish, delete.
• Social: connect, create, update, delete post.
• Messaging: connect/disconnect account, send/view messages.
• CRM: create, update, import, delete.
• Email: enable/disable sending permissions.

Guide to creating & assign access rights

Step 1: Access permission settings

After logging into GTG CRM, go to Settings → Permissions.

You will see a list of roles (Administrator, Marketing Manager, Marketing Staff…).

Step 2: Create a new role

Click Create → enter the role name and description.

Select each permission in the modules you want to enable/disable.

Step 3: Assign permissions to members

Right in the same section Settings, in User Management. Here you can add new users to your workspace, for existing users, you can customize their permissions in the section Roles.

You can change roles at any time, without affecting existing data.

Benefits for SMEs

• Tight control: avoid employees overstepping their rights or editing incorrect data.
• Data security data: limit permissions by role, avoid information leakage.
• Effective coordination: everyone knows their scope of work clearly.
• Easy to use: no technical skills required, business owners can still set it up themselves.

Conclusion

Access Level Control helps small businesses operate more professionally — every member only does the right role, data is always secure, and the system runs smoothly.

From admin to marketing staff, everyone has their own workspace, with just enough permissions to complete their work without affecting the entire system system.

With GTG CRM, you don't just manage your customers — you also manage how your team operates.