---
title: "About Permission Roles"
slug: "permissions"
tags: ["Permissions", "Configuration", "Setup", "Access", "Visibility"]
updated: 2026-03-15T21:46:26Z
published: 2026-03-15T21:46:26Z
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.infoodle.com/llms.txt
> Use this file to discover all available pages before exploring further.

# About Permission Roles

Throughout infoodle, access to any data or area in infoodle is given by permissions.

Permissions are determined via the following:

- A login
- A set Role
- Group permission
- Visibility

Permissions are managed by each site themselves, and they can give a login to who they need to. We recommend that logins are not shared in order to maintain individuals' privacy.

### What is a login?

This refers to the username and password that is used to gain access to the site.

For more information see [Assigning a User a Role & Login](/v1/docs/assigning-a-user-a-role-login)

### What is a set role?

Each login is assigned a **role**, this allows you to allocate different functions and permissions within infoodle for each user. A role can either give access, or restrict access to a user within infoodle.

For more information see [Adding a New Role](/v1/docs/adding-a-new-role) and [Role information Detail](/v1/docs/role-information-detail)

### What are group permissions?

Group permissions control how a person can view a group in infoodle. There are four different levels of permission that a user can have in a group.

- Administrator
- Full member
- View only
- Past member

Permissions are set when a person is added to a group and can be edited by the group **administrator** or person with **maintain all groups permission** in their role

For more information see [Group Permissions](/v1/docs/group-permissions)

### What are visibility restrictions?

Content in infoodle can have visibility restrictions that control who can see items in a contact’s **Notes** or **History**.

#### What are visibility options?

- **Just me**: Only the user who created the content can see it. (Default for new users adding notes or sending comms.)
- **A specific group**: Only users in the selected group can view the content.
- **Anyone**: Any user with the required Role permissions and access to the contact record can see it.

#### Where visibility applies?

- **Notes**: When adding a note, the user must choose a visibility setting. Notes created via **Forms** or **Workflows** use the visibility configured in those settings.
- **Completed To‑Dos**: When completing a To‑Do, users add a completion note and must set its visibility.
- **Contact/Comms**: When **emailing** via **Contact > Email**, visibility can be set above the Send/Schedule button.  For **letters** go to **Contact > Letter** and visibility is set on the **Generate** tab.

For more information see [Adding a Note](/v1/docs/adding-a-note), [To Do's - Task Reminders](/v1/docs/to-dos-task-reminders) and [Contact](/v1/docs/contact)

## Related

- [Roles](/roles.md)
- [How do I give someone a login?](/giving-someone-a-login.md)
- [Group Permissions](/group-permissions.md)
- [Adding a Note](/adding-a-note.md)
- [To Do's - Task Reminders](/to-dos-task-reminders.md)
- [Contact](/contact.md)