Permissions & Roles
Overview:
This guide explains how permissions and roles work in Lynx. It is designed to help users understand who can view, edit, manage, or configure information within the platform.
Permissions in Lynx are not all the same. Some permissions control broader system-level administration, while others control how users interact with records, workflow items, and day-to-day platform activity. Understanding these differences helps organizations assign access more accurately, protect sensitive information, and ensure each user has the level of access needed to do their job.
Users who want a broader understanding of how access is structured in Lynx can also refer to the Permissions & Roles, access below with the resources and downloads. This companion guide explains the different license types, operational roles, and permission levels available across the platform, and can help clarify why a user may have access to some records, modules, or functions but not others.
In the sections below, this guide focuses on where to review user permissions, what settings can be managed at the user level, and how category-based access may affect what a user can see or do.
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Permissions and Roles help ensure that each user has the right level of access for their responsibilities in Lynx. When access is assigned appropriately, users can do their work efficiently without being given unnecessary control over records, workflows, or system settings.
A clear permissions structure also helps protect sensitive information, reduce errors, and maintain better oversight across the platform. It allows organizations to separate broad administrative authority from day-to-day operational access, while also limiting access by module, category, or record type when needed.
Understanding Permissions and Roles is important because a user’s final access may depend on several layers working together, including license type, assigned role, module access, category-based permissions, and special permissions such as confidential access or email integration review access.
When these settings are reviewed carefully, organizations can improve security, support accountability, and make sure each user has access that matches their actual job duties.
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Permissions: The specific access rights that determine what a user can view, create, edit, manage, configure, or review in Lynx.
Role: A defined access level in Lynx that controls what a user is allowed to do within the platform. A role works together with the user’s license type and any configured permission settings.
Organization Administrator: A system-level administrative role in Lynx with the highest level of access. Organization Administrators can manage users, permissions, settings, and other core platform configuration in addition to operational records.
Event Role: An operational access role in Lynx that determines how a user can interact with records, workflow items, and day-to-day platform activity. In this context, “Event” does not only mean calendar-style events; it refers more broadly to operational platform records and workflows.
Monitoring Role: An operational role used within the Monitoring module that determines how a user can interact with monitoring records, event types, and related workflow activity.
Administrator:
Broad access to manage records and settings within a module.
Can add, edit, and delete all event data
Can manage event-related settings
Editor:
More limited than administrative authority.
Can add and edit all event data
Can manage most event-related settings
Contributor:
Can work only with records they are involved in or assigned to.
Can view and edit only events where they are involved
A user is considered involved when they are:
Tagged in the event description, or
Tagged in event comments, or
Assigned to an event or action
Viewer:
Most restrictive.
Can view event data
Cannot create or edit events
Standard User: A user license type in Lynx intended for regular users who need broader working access than field users. Standard users may be assigned one of several operational roles depending on their responsibilities, including Event Administrator, Event Editor, Event Contributor, or Event Viewer.
Field User: A user license type in Lynx intended for front-line or field-based users who typically need more limited access focused on the records relevant to their work. Field users may be assigned operational roles such as Event Editor, Event Contributor, or Event Viewer, depending on system configuration.
Licensing Type: The licensing level assigned to a user or organization in Lynx that affects which roles and permissions are available.
Permission Indicator: A visual marker in the permissions matrix showing whether a permission is granted or not granted for a specific role.
System-Level Access: Access that affects the broader Lynx platform, such as user management, permission setup, module access, configuration settings, and other administrative controls.
Operational Access: Access related to everyday record handling and workflow activity in Lynx, such as creating, editing, reviewing, or viewing records.
Confidential Access: A permission that allows a user to view or manage records marked as confidential, depending on how the permission is configured.
Email Integration Review Access: A permission that allows a user to review pending email integration items beyond only the ones they personally submitted or forwarded, if enabled by the organization.
Event Category Permissions: Permissions assigned at the category level that control whether a user can access records in a specific category, regardless of their general event role.
Open the full visual guide by clicking the Google Slides icon in the lower-right corner.
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User access in Lynx is shaped by more than one setting. A user’s final access may depend on a combination of license type, module access, assigned role, special permission settings, and category-based restrictions.
At the broadest level, Lynx includes the Organization Administrator role. This role has higher-level administrative authority and is typically responsible for managing users, settings, and other organization-wide configuration.
Within enabled modules, Lynx also uses operational roles to define what a user can do within records, workflows, and day-to-day platform activity. These roles may differ by module. For example, users may have one role for Event Permissions and another for Monitoring Permissions, depending on the modules available in your organization.
Lynx also uses operational roles to define what a user can do within records, workflows, and day-to-day activity in the platform. Depending on the module and system setup, these roles may include:
Event Administrator:
Broad access to manage records and settings within a module.
Can add, edit, and delete all event data
Can manage event-related settings
Event Editor:
More limited than administrative authority.
Can add and edit all event data
Can manage most event-related settings
Event Contributor:
Can work only with records they are involved in or assigned to.
Can view and edit only events where they are involved
A user is considered in volved when they are:
Tagged in the event description, or
Tagged in event comments, or
Assigned to an event or action
Event Viewer:
Most restrictive.
Can view event data
Cannot create or edit events
In this context, “Event” does not only refer to calendar-style events or isolated happenings. Here, “Event” refers more broadly to operational records and workflow activity managed within Lynx.
Understanding this role structure helps explain why users may have different levels of access, even when they are working in the same platform.
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Lynx uses license types to define the general level of access a user can be assigned within the platform. A user’s license type helps determine which roles are available to them and the level of access they may receive.
The main license types in Lynx are:
Organization Administrator:
The highest access level in Lynx. Organization Administrators can manage broader system settings, users, and organization-level configuration. Standard User:
Intended for regular users who need broader working access within Lynx. Standard users may be assigned operational roles such as Event Administrator or Event Editor, depending on their responsibilities. Field User:
Intended for front-line or field-based users who typically need more limited access focused on the records relevant to their work. Field users may be assigned more limited operational roles, such as Event Contributor or Event Viewer, depending on system configuration.
License type and role work together. In general, the license type sets the user’s overall access tier, while the assigned role helps define what that user can do within a specific module or workflow.
For a full breakdown of role availability and permissions by license type, refer to the Permissions & Roles resource.
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In addition to role and license assignments, Lynx may include additional permission settings that further refine what a user can access or work with. These settings help organizations apply access more precisely based on operational need, sensitivity, and workflow responsibility.
Depending on the module and your organization’s configuration, these permission types may include:
Confidential Access:
Allows a user to view or work with records marked as confidential, where enabled. Confidential Event Attachment Access:
Allows a user to view or work with confidential attachments associated with event records, where enabled. Email Integration Review Access:
Allows a user to review pending email integration events when that feature is enabled for the organization. Event Category Permissions:
Limits access within the Events module by category. A user may have access to some event categories but not others, depending on how permissions are configured. Monitoring Category Permissions:
Similar to event category permissions, Monitoring access may also be limited by event type. This means a user may have access to some monitoring event types but not others, depending on configuration. Module-Specific Roles:
Some modules use their own operational role assignments. For example, a user may have one role in Events and a different role in Monitoring. System-Level or Configuration Permissions:
Some permissions apply more broadly to user administration, organization settings, or other higher-level platform functions. These are typically associated with Organization Administrator access. These permission types work together with role assignments and license types to determine a user’s final level of access. As a result, two users with similar titles may still have different visibility or capabilities depending on how these additional permissions are configured.
For instructions on updating user-specific access settings, refer to the Configuring User Permissions article.