User groups (roles) control which features each group of users can access across SwiftFox. Each group is a set of feature toggles you switch on or off, and you assign your SwiftFox users into the appropriate groups. A user's effective permissions are the union of every group they belong to, so you can build small, focused groups and combine them rather than creating one large group per role.
Where to manage groups and users
- Create and configure groups in Settings → Users & access → User groups.
- Assign users to groups in Settings → Users & access → Users.
Create a user group
- Go to Settings → Users & access → User groups.
- Select Add user group, or open an existing group to edit it.
- Name the group (for example Finance team or Events coordinators).
- On the Permissions tab, toggle each feature permission on or off for that group. Use the Filter Permissions search to find a specific toggle quickly.
- Save the group.
To rename a group later, open it and select the pencil beside its name.
Assign users to a group
- Go to Settings → Users & access → Users.
- Open the user you want to assign.
- Assign them to the appropriate group or groups.
- Save.
A user can belong to several groups at once, and their permissions combine.
Set a default group
Select the ⋯ (more) menu beside a group in the list and choose Set as default to make it the group new users join on first login.
Managing a user's two-factor authentication
Admins can oversee a user's 2FA from Settings → Users & access → Users: open the user's ⋯ menu → Edit. The Two-Factor Authentication control at the bottom of the panel shows whether they have 2FA enabled — if it is, an admin can disable/reset it (useful when a user loses their authenticator and needs to set it up again). If the user doesn't have 2FA enabled, the control is greyed out.
Group tabs
Each group has three tabs:
- Permissions — the feature toggles listed below.
- Manage members — who is in the group. Add or remove members at any time.
- Group settings — available once This role is a team is ticked.
Mark a group as a team
Tick This role is a team at the top of the group to unlock team-based behaviour, which adds the Group settings tab:
- Default tags — tags automatically applied to Posts, Cases and Events created by team members.
- Restrict new posts within this team by default — members' posts default to team-only visibility.
- Require tags on new posts.
- Restrict new cases within this team by default.
- Export limits — Limit general exports and Limit mail merge exports set the maximum records the group can export per feature. Leave blank for no limit; exports above the limit require approval. If a user belongs to multiple teams with different limits for the same export, the highest limit applies.
Teams can also be used for task assignment.
Feature toggles by area
The Permissions tab groups the toggles into the following areas.
Action Centre
- Action Centre Management — create and edit Action Centres and areas.
- Action Centre — access to the Action Centre feature.
Administration
- Admin — access the Admin settings screens.
- Manage Brand Hub — access and update Brand hub settings.
- Circle Admin — access the admin settings screens related to a circle only.
- Manage Custom Fields — create, edit and delete custom fields.
- Manage Campaign Categories — create, edit and delete campaign categories.
- Manage Tags — create, edit and delete the various tags.
- Manage event settings — access the event settings screen.
- Manage Sidebar — customise the feature menu (sidebar).
- Manage Saved Views — create, edit and delete shared saved views.
- Target Areas — manage target areas.
Automations
- Create and edit automations — create and edit automations.
Calls
- SwiftFox Calls — access to calls within SwiftFox.
- Bulk Calls — access the bulk calls functionality.
Dashboard
- Dashboard — access to dashboards.
Documents
- Manage document templates — create and manage document templates.
- Use document templates — use the document templates that exist.
- Emails — access the email canvas.
- Send Emails — send, schedule or delete email campaigns.
- Send Individual Email — send or delete an email to an individual contact.
Event Management
- Events — enable or disable access to the events feature.
- Publish events — publish events to external websites.
- Event capacity and waitlist — access event quota and waitlist settings.
- Event ticketing — access event ticketing features.
- Event sessions — access event session features.
- Guest Access — set up guest access on events.
Finance Management
- Finance Tab — read-only access to the Financial tab on People and Organisations.
- Edit Finance Tab — make payments, change subscriptions and update payment methods.
- Manage Financial Plans — manage financial plans and add-ons.
- Wallet Access — view and manage wallet balance, top-ups and transactions, including downloading top-up invoices. This is a dedicated wallet permission: it does not require Manage Financial Plans, and Circle Admin also grants it.
Form Management
- Forms — access to the forms feature.
Goals Tracking
- View Goals Tracking — read-only access to the Goals Tracking tab on People and Organisations.
- Edit Goals Tracking — make changes to Goals Tracking fields.
- Manage Goal Settings — manage goal and activity settings.
List Management
- List Builder Export — export List Builder results.
- Approve Exports — approve or reject pending export requests.
- Import people and organisations — import people and organisations with the Importer.
- Lists — create and manage lists using the Lists feature.
- Export to Meta Custom Audience — export a list into a Meta Custom Audience.
Membership Portal
- Membership Portal — manage Login Portal settings. (The permission is named Membership Portal; the settings page is named Login Portal.)
Pipelines
- Pipelines — access to the pipelines feature.
Posts
- Edit Own Posts — edit your own posts, or posts you have permission to edit.
- Edit Any Posts — edit any posts, excluding system-generated posts.
Profile Management
- Create Profiles — create new person or organisation profiles.
- Edit Profiles — edit any aspect of a person or organisation profile.
- Merge and Delete Profiles — merge or delete profiles of people and organisations.
- Alter profile permissions — alter the permissions of existing profiles.
- View profile activity log — view the profile activity log.
- Custom Role Input — enter a custom role title when linking a person to an organisation.
- Manage Guest Access — manage whether a person can log in as a guest.
Project Management
- Projects — access to the projects feature.
SMS
- Send SMS campaigns — send bulk SMS campaigns.
- View SMS — view individual SMS messages.
- Send SMS — send an individual SMS.
SwiftFox AI
- SwiftFox AI Agent — chat with an AI agent and let it interact with SwiftFox on your behalf.
- SwiftPredict Email Send Time Optimisation — optimise email send times with SwiftPredict.
Tasks
- Tasks — access to the tasks feature.
Visits
- Visits — access to visits.
Wizards
- Wizard editor — access to the wizard editor.
How permissions combine
- A user inherits every permission from every group they belong to (the union of permissions).
- To remove a capability from a user, make sure none of their groups grant it.
- The Admin toggle is what grants access to Settings itself; the individual Manage… toggles control specific Settings pages.
How group toggles relate to item permissions
- Group feature toggles decide which features a group can use at all.
- Item-level permissions decide which specific records within a feature a user can view or edit.
The two work together: a user must have the group toggle for a feature and be on an item's permissions list (or the item must be open to Anyone) to access that specific record.
Troubleshooting
- If a user reports a feature is missing, check which groups they are in and which group grants that permission.
- Permission names can change as the product evolves; the Filter Permissions box helps you find a specific toggle.
Tip
Define your groups around the roles your staff perform, switch on only the features each role needs, then place each user into the matching group. This keeps access correct and easy to maintain as people join, change roles or leave.