Table of Contents
How To Access on Goldcast Studio Platform
Platform Panel → Settings → Permissions
Introduction
Managing access and responsibilities within Goldcast Studio has traditionally relied on a set of predefined roles, such as Org Admin, Team Admin, or Event Editor. While these roles cover common needs, different organizations require more flexibility to tailor permissions according to their internal workflows, security policies, and governance requirements.
The Custom Roles feature empowers organizations to design role-based permissions that go beyond Goldcast’s defaults. Admins can create new roles, define exactly what actions those roles can perform, and assign them to users within their teams or across the organization. This allows greater control over who can perform critical actions—such as deleting events, managing users, or accessing specific reports—without overexposing sensitive functions to all admins.
With Custom Roles, customers can achieve a balance between granular control and operational efficiency. For example, one role might allow users to edit event templates but restrict them from adding or removing other users, while another role might grant access only to reporting and analytics. By aligning roles with business needs, customers can ensure users have the right level of access to do their jobs effectively, while maintaining compliance and safeguarding their event operations.
Key Benefits
1. Flexibility
Every organization has unique structures, workflows, and security requirements. With Custom Roles, admins can design permissions that match their exact needs—whether it’s limiting event deletion rights, restricting access to sensitive reports, or allowing moderators to manage engagement tools without giving them full Studio access.
2. Enhanced Security & Governance
Custom Roles ensure the right people have the right access, reducing the risk of accidental changes or data exposure. By granting permissions on a need-to-have basis, organizations can enforce governance policies more effectively and maintain compliance standards.
3. Scalability Across Teams
As organizations grow, so does the complexity of managing users. Custom Roles streamline onboarding and role assignment by letting admins create reusable permission sets tailored for teams, departments, or business units. This eliminates the need to manage access user-by-user and makes scaling efficient.
4. Improved Operational Efficiency
By aligning permissions with responsibilities, Custom Roles reduce bottlenecks and free up administrators from micromanaging access. Teams can act with confidence, knowing they have just the right level of control to perform their tasks—no more, no less.
5. Better User Experience & Satisfaction
Instead of struggling with rigid defaults, admins and end users benefit from a system that adapts to them. Organizations can address common pain points, such as restricting user management to Org Admins or limiting analytics access to specific users, resulting in higher satisfaction and fewer support escalations.
Who Can Use This Feature
Not every user in Goldcast Studio will have the ability to create or assign Custom Roles. To maintain proper governance and security, role management is restricted to specific admin levels:
| Role | Create Custom Roles | Edit Custom Roles | Assign Custom Roles | Delete Custom Roles |
|---|---|---|---|---|
| Org Admin | ✅ Yes | ✅ Yes | ✅ Yes | ✅ Yes |
| Team Admin | ❌ No | ❌ No | ✅ Yes | ❌ No |
| Event Admin | ❌ No | ❌ No | ❌ No | ❌ No |
| Event Editor | ❌ No | ❌ No | ❌ No | ❌ No |
| Integration Editor | ❌ No | ❌ No | ❌ No | ❌ No |
| Brand Manager | ❌ No | ❌ No | ❌ No | ❌ No |
| Content Lab Contributor | ❌ No | ❌ No | ❌ No | ❌ No |
✅ = Allowed
❌ = Not Allowed
This tiered access ensures that Custom Role management remains in the hands of trusted admins, while still providing flexibility for large organizations with complex team structures.
Common Use Cases
Custom Roles are most valuable when organizations need more precise control beyond that provided by the default roles. Here are some scenarios where they make a big difference:
Reporting-Only Role
Create a role that allows certain users to view event analytics and download reports, without giving them permission to edit or manage events. This is ideal for marketing or finance teams who need insights but not editing rights.
Content Editor Role
Assign permissions for editing event templates, session descriptions, or media assets, but restrict access to user management or event deletion. This prevents accidental disruptions while keeping event content up to date.
Moderator Role
Build a role that enables engagement management, such as moderating Q&A, polls, or chat, without access to backend event setup or sensitive settings. Perfect for event staff and contractors.
Restricted Admin Role
Allow certain team members to manage users within a specific team but block them from making organization-wide changes. This helps in large organizations where responsibilities are distributed across departments.
Compliance-Focused Role
Create roles that intentionally exclude high-risk actions such as deleting events or modifying integrations. This ensures critical data and configurations remain secure while still granting functional access.
How to Create a Custom Role
Follow these steps to create and assign a Custom Role in Goldcast Studio:
- Log in to the Goldcast Studio platform.
- Go to Settings module.
- Navigate to Permissions section.
- Click Create Custom Role.
- Choose a Role Type from the dropdown. Here, we have selected a Studio Role.
📝 Note
- Studio Role defines permissions that control access to different modules and management functions within the Studio.
- Event Role defines event-specific permissions that control access and actions within the Event Stage application.
- Once a Custom Role is created for the Event App, you can assign it to different speakers you add within the event, managing their access at a granular level.
- Choose the Start from scratch option if you want to create a role without any predefined permissions, and click Next.
Otherwise, you can choose predefined permissions.
- Check the boxes for the actions this role should be able to perform, leave unchecked anything you want to restrict, and click Next.
- Give your role a clear, descriptive name. For example, Account Analyst, Event Moderator, Reporting Analyst, and so on.
- (Optional) Add a short description so other admins understand the purpose of this role.
- Click Create Role.
- Select the user(s) you would like to assign to this role.
- Click Save. Upon clicking this button, a custom role gets successfully created in the Goldcast Studio.
⚠️Warning: If a user is assigned to this role, their previously assigned permissions will be overridden by the permissions of the new role.
Test the Role (Recommended)
- Ask the assigned user to log in and verify they can only access what the role permits.
- Adjust permissions if needed by editing the role.
View or Edit Permissions in a Custom Role
👉 Tip: Custom Roles can be edited or deleted anytime by Org Admins or Team Admins at the team level, so you can refine them as your workflows evolve.
Follow these steps to view or edit a Custom Role in Goldcast Studio:
- Open kebab menu.
- Choose View/Edit Permissions option.
- Update the Role Name and optional Role Description to clarify its purpose.
- To grant access, tick the permission box. To revoke access, uncheck it.
- Click Update to apply changes.
⚠️ Important: Any changes you make take effect immediately for all users assigned to this role.
Reassign Users to a Primary or Custom Role
Follow these steps to reassign a user to a different role in Goldcast Studio:
- Open kebab menu.
- Choose the Reassign Users option.
- Choose a primary or custom role from the dropdown.
- Click Update. Upon clicking this button, a user gets successfully reassigned to a new role in the Goldcast Studio.
Delete a Custom Role
Follow these steps to delete a Custom Role in Goldcast Studio:
- Open kebab menu.
- Choose a Delete option.
- Click Delete. Upon clicking this button, a custom role gets successfully deleted from the Goldcast Studio.
Note: The Delete option remains disabled if user(s) are assigned to a custom role. To delete the custom role, you must remove the user(s) from the role using the Reassign Users option.
Best Practices
To get the most out of Custom Roles while keeping your organization secure and efficient, consider these best practices:
Use Clear Naming Conventions
- Give roles descriptive, action-oriented names. For example, Event Moderator, Reporting Analyst, Content Manager, and so on. So it’s easy to understand their purpose at a glance.
- Avoid generic names like Custom Role 1, which can create confusion later.
Follow the Principle of Least Privilege
- Start with minimal permissions and add only what’s necessary.
- This reduces the risk of overexposing sensitive actions such as event deletion, user management, or integration updates.
Group Permissions by Responsibilities
- Align roles with actual workflows—for example, one role for content editing, another for analytics access.
- This prevents catch-all roles that are too broad and hard to manage.
Review Roles Regularly
- Audit your Custom Roles every quarter, or after major organizational changes, to ensure they still meet business and security needs.
- Remove outdated roles or refine permissions as workflows evolve.
Document Role Usage Internally
- Maintain a quick reference guide for your team that explains what each Custom Role is for and who should use it.
- This helps onboard new admins quickly and keeps usage consistent across teams.
Test Before Rolling Out Widely
- Assign a new role to a test account or pilot group before scaling it to more users.
- Confirm that it enables the right actions—and only those actions.
FAQs
1. Who can create or assign Custom Roles?
Only Org Admins can create, edit, and assign Custom Roles. Team Admins can assign users to existing roles—whether primary or custom—but they cannot create or modify them. Other roles, such as Event Admins, Editors, Brand Managers, or any users with a custom role, do not have permission to manage roles. They must operate strictly within the permissions already granted to them.
2. Can Custom Roles be edited after creation?
Yes. Org Admins can update Custom Roles at any time. Permissions can be added or removed, and the changes will take effect immediately for all users assigned to that role.
3. What happens if I assign a user to a Custom Role?
⚠️ Their previously assigned permissions will be overridden by the permissions defined in the new role. Always review the role carefully before assigning.
4. Can I assign multiple roles to a single user?
No. A user can only hold one role at a time. Assigning a new role will replace their old one.
5. Do Custom Roles affect existing default roles?
No. Default roles, such as Org Admin, Team Admin, Event Admin, and so on, remain unchanged. Custom Roles are an additional option for more flexibility.
6. How can I make sure my Custom Roles are secure?
Follow best practices:
- Use clear naming conventions.
- Start with least privilege and add only what’s necessary.
- Review roles regularly.
- Document internal usage and test before broad rollout.
7. Can Custom Roles be deleted?
Yes, Custom Roles can be deleted. However, before deleting a role, you must first reassign any users who are currently assigned to it. Once all users are reassigned to other roles, the Custom Role can be safely removed.
8. Do changes to a Custom Role apply instantly?
Yes. Any edits, such as permissions enabled or disabled, are applied immediately across all users who have that role.
