Rolling out now. Roles and capabilities are being switched on organization by organization. If yours has not been switched over yet, you will still see the older Admin, Staff and capability checkboxes — that way of working is being retired as the rollout completes.
A custom role is a named set of capabilities you define once and assign to as many people as you like. Roles belong to the organization as a whole and are managed from its top-level group.
Your organization already has one role per type — Player, Staff, Admin and Owner — created with it. Anything you add sits alongside them. If capability levels or the way a role reaches into subgroups are new to you, start with Roles and capabilities.
Create a role
Open the top-level group of your organization and go to Settings > Roles.
Select Create new.
Pick a Type — Player, Staff or Admin. The type loads a starting set of capabilities and decides whether the role reaches into subgroups, so choose it before you start toggling.
Enter a Title, and a Description if the role needs explaining. The description shows as a hover on the roles list.
Work through the capability groups and set the ones that matter for this role.
Select Save.
Changing the type on a new role reloads the starting capabilities. On a role that already exists it does not — whatever is switched on stays switched on.
Creating a role does not give it to anyone. To put someone on it, see Change a person's role or capabilities.
Set capabilities
Capabilities are listed in groups by product area: Members & users, Groups & Organisation, Events, Games & Sports, Payments & Billing, Scheduling & Bookings, Training, Video, Forms, Player Development, Activity & Logs and Communication. An AI Assistant group appears if the assistant is switched on for your organization.
Each row in a group is one capability, and the label on its right names the highest level it currently grants — Off, Read only, Read and write or Admin. That means you can read a whole group without opening a single row.
Select a row to expand it. Every level has its own toggle and a sentence describing what it allows. Turning a level on also turns on every level beneath it and locks them, because a higher level always includes the lower one. To take access away, switch off the highest level that is on.
Toggle all on above a group sets every row in it to its highest level; when everything is on, the button becomes Toggle all off. Use it for a role that should own an area outright, then switch individual rows back down.
Read the roles list
The list shows one row per role: its name under Role, its type under Role type, and under Capabilities a count of how many capabilities it grants out of the total available. A role with a description carries a help icon — hover it to read the description.
The Default label
One role per type carries a Default label, and it is the role a person is given when they are added to a group with that type and nobody picks a role for them — a registration form, a user import, a bulk add to a team. Everyone who joins that way lands on the labelled role, so it is worth being deliberate about what it grants.
Since each type has exactly one, Set as default moves the label off whichever role had it. A role carrying the label cannot be deleted until another role for that type takes it over. Choosing a role explicitly when you add someone overrides the label entirely.
Edit, duplicate and delete
Open the ··· menu on any row.
Edit — opens the same form as creating. Saving changes access for everyone already assigned to the role, immediately.
Duplicate — copies the type, description and capabilities into a new role named after the original with (copy) appended, and opens it for editing. The quickest way to build a variant of a role that nearly fits.
Set as default — hands this role the Default label for its type, taking it off whichever role held it.
Delete — removes the role. A role carrying the Default label cannot be deleted; give the label to another role of that type first.
Troubleshooting
There is no Roles entry under Settings. Either your organization has not been switched over to roles yet, or you do not hold the Roles capability. Roles is managed from the top-level group only — you will not find it in a team's settings.
Create new is missing. Viewing roles needs Read only on Roles; creating and editing them needs Read and write.
Someone on the role still cannot reach a screen. Check which group their membership is in. A Staff or Admin role reaches down into subgroups but never up, and a Player-type role does not reach down at all. Also check whether that capability has been adjusted for them individually.