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How to Create Custom Roles


About This Feature

Vymo's role-based system ensures users access only the data and functions relevant to their responsibilities. Tailor these roles to meet your organization's unique requirements.

Step-by-Step Guide:

Initiating Role Creation:

  1. Log into the Vymo web app.

  2. Follow this path: Self Serve > User Management > Roles Configuration.

  3. Click "Add" on the left pane to create a new role.

  4. Input the relevant details for the role and click "Save".

self serve

Implementing Changes:

  1. Click on "Release Changes".

Note: Initiating this will implement all configurations, encompassing alterations made by all administrators.

  1. "Release on UAT," prompts a pop-up window.

  2. Complete the required fields and choose "Proceed".

  3. You'll receive an OTP (One-Time Password) via email.

  4. Enter this OTP when prompted, then confirm by selecting "Proceed" once more.

self serve

Final Steps:

  1. To view the changes, sign out and then sign back into Vymo.

Key Takeaways: Vymo's role management is foundational for user access control. It ensures users operate within the scope of their role, safeguarding sensitive data and boosting operational efficiency.

Adding New Role:

When adding, users will have two fields: "Role" and "Label". This distinction allows administrators to have a backend role name and a more user-friendly label displayed in the UI.

Note: Role names should be unique and can include certain special characters like (& - _ / ( ), . [ ] { }). If the role name has characters beyond these, a validation error will prompt you to provide a valid role name.

Similarly, the label field is essential, and leaving it blank will prompt an error.

Creating a new role in the system is a multi-step process. While defining and releasing the role is crucial, it's equally important to ensure the role is integrated with the relevant fields in the system. This guide will provide a step-by-step process to ensure seamless integration.

Integrating Role with Field Configurations:

  1. Open Field Configurations: With the role created and released, move on to the "Field Configurations" document for guidance or navigate directly to Self Serve > User Management > Field Configuration in the system.

  2. Select Role: Locate the newly created role in the list.

  3. Configure Role Access: You'll encounter a variety of fields and actions the system offers. For each, determine if the new role should have access:

  4. For fields like "User Details", "Contact Information", etc., decide if the role can view, edit, or both.

  5. For actions like "Create New User", "Edit User", etc., decide if the role can perform these actions.

  6. Apply Changes: Once you've gone through all fields and actions, save or apply the changes.

While configuring the role in the field configurations:

  • Always ensure that the permissions set in the role configuration align with the field configurations.
  • It's possible to grant a role certain permissions but then restrict them from accessing the necessary fields in the field configurations. Always double-check to avoid such contradictions.

Editing Existing Role:

  • Navigate to the role you wish to edit.
  • You can edit the "Label" associated with the role to ensure it aligns with any updated naming conventions or user-friendly names.
  • The core "Role" name will remain un-editable to ensure the integrity of role-based configurations in the system.


  • With the enhancements, validations have been put in place to ensure role integrity.
  • Any inconsistencies or errors, such as missing roles or discrepancies between role names and labels, will prompt error messages guiding you toward resolution.

Integrate with Other Features:

  • Roles can be integrated with various features such as Activity Management, Coach, Web Dashboard Form, Goals, and RBAC Permission Page.
  • Ensure that the role-label changes reflect consistently across all these features for a seamless user experience.

See also

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