What are the various roles available for users in Profit.co?

Profit.co provides a structured role framework that controls what each user can see, create, and manage across the platform. Roles are assigned by a Super User and can be configured at both a global level and per-module to match each person's responsibilities precisely.

What Are User Roles in Profit.co?

User roles in Profit.co define the scope of access and action available to each individual within the platform. Roles fall into two categories: Global Roles, which apply across the entire system, and App-Specific Roles, which are scoped to individual modules such as OKRs, Balanced Scorecard, or PPM.

Only a Super User can add new employees and assign roles to users. Each user can hold multiple roles simultaneously, including a global role combined with one or more app-specific roles to precisely match their responsibilities.

Note: By default, the account creator is automatically assigned Super User access upon signing up in Profit.co.

Why User Role Management Matters

Assigning the right role to each user eliminates access sprawl — ensuring individuals interact only with the modules and data relevant to their work. This reduces the risk of accidental edits, maintains data integrity, and keeps each team member focused on their specific goals.

Clearly defined roles also create accountability. When permissions are tied to responsibilities, managers can monitor progress with confidence that data reflects actual team activity — not inadvertent changes from users with unconstrained access.

Global Roles Overview

Global roles govern a user's baseline access across the entire Profit.co platform. The table below summarizes each role, its access level, and intended use.

Global Role	Access Level	Description
Super User	Full system access	Users with complete access to all modules and settings, need to be part of specific programs to access certain functions.
Profit Manager	View, create, edit + custom permissions	Managers assigned to this role are provided with view, create, and edit access, along with customized permissions for reports and selected settings options.
Profit User	View, create, edit (no settings)	Users are granted view, create, and edit access, but they are restricted from modifying any settings.
User Management Admin	User Management settings only	Users with this role can manage all user accounts, roles, and organizational structures. Access is limited to User Management settings only.
Department Access Only	Department-scoped view	Users with this role can only view and interact with OKRs related to their specific department.
Profit Read Only	View only	Users in this role are granted view-only access to the application.

App-Specific Roles Overview

App-specific roles provide granular, module-level control beyond the global role baseline. Each module supports up to three privilege levels: Manage (full oversight), Access (department or assigned scope), and View (read-only).

Privilege Matrix

App Specific Roles	Manage	Access	View
OKR Admin	☑	☑	☑
OKR Captain	☑	☑	☑
OKR User	-	☑	☑
Strategy Roadmap Admin	☑	☑	☑
Strategy Roadmap Read Only	-	-	☑
Strategy Roadmap User	-	☑	☑
Balanced Scorecard Admin	☑	☑	☑
Balanced Scorecard Read Only	-	-	☑
Balanced Scorecard User	-	☑	☑
Task User	☑	☑	☑
PPM Admin	☑	☑	☑
PPM User	-	☑	☑
PPM Read Only	-	-	☑
PMS Admin	☑	☑	☑
PMS User	-	☑	☑
Rewards Admin	☑	☑	☑
Rewards User	-	☑	☑
Survey Admin	☑	☑	☑
Survey User	-	☑	☑
Meetings User	-	☑	☑
Notes User	-	☑	☑

Role Descriptions by Module

The table below outlines each app-specific role's capabilities and the recommended personas for each assignment.

OKRs
App-specific Role	Description & Recommended For
OKR Admin	Users assigned this role can create, view, and manage OKRs and have the ability to create KPIs, enabling comprehensive oversight and control of organizational performance metrics. Recommended for: Chief Executive Officers (CEOs), Chief Operating Officers (COOs).
OKR Captain	Users with this role can create, view, and manage Corporate OKRs, while also having full access to the cockpit for monitoring overall progress and alignment across the organization. Recommended for: Strategy Leaders, Department Heads, and Program Managers.
OKR User	Users assigned this role can create, view, and manage their own OKRs independently, with full control over their objectives and key results. Recommended for: Managers and Team Leaders responsible for setting team goals.
Strategy Roadmap
Strategy Roadmap Admin	Users with this role can create, view, and manage all strategy roadmaps with full control over strategic plans, allowing for efficient tracking and management. Recommended for: Executive Leadership (CEO, CFO, CTO).
Strategy Roadmap Read Only	This role enables users to view strategy roadmaps and expand or collapse them for easier navigation and better visibility. Recommended for: Board Members.
Strategy Roadmap User	Users in this role can modify their designated strategy roadmaps and manage them to ensure alignment with strategic objectives. Recommended for: Department Heads.
Balanced Scorecard
Balanced Scorecard Admin	Users with this role can create, view, and manage all scorecards across every department, providing comprehensive oversight and control. Recommended for: Executive Leadership.
Balanced Scorecard Read Only	This role enables users to view the Balanced Scorecard with the ability to expand and collapse sections for easier navigation. Recommended for: Board Members.
Balanced Scorecard User	Users holding this role can create, view, and manage their department's scorecards exclusively; other departments are view-only. Recommended for: Department Heads.
Task
Task User	Users in this role have exclusive access to the Task module, ensuring focused task management and productivity. Recommended for: Individual Contributors, Team Members, Project Coordinators, Task Owners, Contractors.
Portfolios & Projects
PPM Admin	Users in this role can create, view, and manage portfolios, roadmaps, projects, and tasks, with access to the cockpit for comprehensive oversight. Recommended for: PMO Director, Chief Operating Officer.
PPM User	Users in this role can access only their assigned portfolios, roadmaps, projects, and tasks, ensuring focused project management. Recommended for: Project Managers, Program Managers.
PPM Read Only	Users have view-only access to portfolios, cockpit dashboards, and projects they are members of or have been granted access to. Recommended for: Executive Stakeholders, Auditors, External Reviewers.
Performance Management
PMS Admin	Users in this role can initiate reviews, set goals, and propose development plans for employees, supporting a culture of continuous improvement. Recommended for: HR and HRBP.
PMS User	Users in this role can submit reviews, advance goals, and progress development plans, contributing to personal and organizational growth. Recommended for: Employees, Team Leads, Supervisors.
Recognition
Rewards Admin	This role enables users to give and receive rewards while managing the full rewards program, incentivizing high performance across the organization. Recommended for: HR, Compensation and Benefits Manager, Executive Leadership.
Rewards User	This role enables users to give and receive rewards, promoting a culture of recognition and motivating individuals to contribute to team success. Recommended for: Employees, Team Leads, Managers, Department Heads.
Survey
Survey Admin	Users in this role can submit surveys and initiate new ones, enabling efficient data collection and targeted feedback. Recommended for: HR Manager, Training and Development Manager, Employee Engagement Manager.
Survey User	Users in this role can submit surveys, contributing valuable feedback and insights for data-driven improvements. Recommended for: Employees, Team Members, Customers, Vendors, Partners.
Meetings
Meetings User	Users in this role can create, view, and manage their meetings, ensuring efficient scheduling and personal accountability. Recommended for: Employees, Team Leaders, Project Managers, Department Heads, Executives.
Notes
Notes User	Users in this role can create, view, and manage their notes, ensuring personalized organization and productivity. Recommended for: Employees, Team Leaders, Project Managers, Department Heads, Executives.

How to Assign a Role to a User

Note: Only a Super User can assign roles to other users in Profit.co.

Step 1

• Go to Settings from the left navigation panel.
• Select User Management to open the Active Users page.
• Locate the employee you want to assign a role to.
• Click the Edit icon next to their name to open their user profile.

Step 2

• In the user profile, navigate to the Access Information tab.
• Click the + Add Role button.

• Choose the required role from the list and click Add.

Note: You can also create Add-on Roles to provide access or privileges limited to a specific feature only.

Best Practices for User Role Management

• Assign the most restrictive global role that still allows the user to complete their work — escalate only when needed.
• Use app-specific roles to extend module access without elevating a user's global permissions across the entire platform.
• Reserve Super User access for a small group of administrators; avoid assigning it broadly as a convenience measure.

Related Questions

• Click here to learn more about How to Create a New User in Profit.co

Frequently Asked Questions