Managing an existing roles
Managing an Existing Role
Edit, deactivate, delete, and export existing roles from the Roles tab — with the right safety checks so you don't delete a role that's still in use.
Prerequisites
- Admin access to Roles configuration
- Existing roles in place
- Clarity on which employees are using each role
- Plan for reassigning employees if deleting a role
Outcome
- Edit role access in-place
- Safely delete inactive, unassigned roles
- Export role access details to Excel
- Keep your role inventory clean and current
Roles(Edit, Delete & Export)
The Roles tab displays a list of roles along with details such as Role Name, Description, and Status. To edit a role, click the three dots on the card and select Edit. In the Edit Roles screen, make the necessary changes and click Save to update the role access.
If a role is assigned to employees, it cannot be deleted directly. You must first update the role for those employees. Once no employees are linked to it, you can proceed with deletion. To delete a role, first change its status to Inactive by selecting the three dots on the card, clicking Edit, selecting Inactive, and saving the changes. Then, select the three dots again and click the Delete option.
To export the assigned role, click the three dots on the card and select Export. An Excel sheet containing the role access details will be downloaded.
Fig: Edit, Delete & Export Roles
Can't delete assigned roles: If employees are still mapped to the role, delete will fail. Reassign them to a different role first, then set status to Inactive, then delete.
Three-dot menu is your hub: Edit, Delete, and Export all live under the three-dot menu on each role card. Start there for every role-level action.
Related Articles & Next Steps
More on roles and permissions.