Access

Job titles · the list of roles people hold

Job titles is the list of positions used on people's profiles, such as Sales Rep, Account Manager or Financial Analyst. It is an organizing and reporting layer, completely separate from permission roles: no job title grants or removes any access.

Two things get confused in a CRM all the time: what a person is at the company, and what they are allowed to do in the system. Job titles answers the first question. Roles and permissions answers the second. Keeping the two apart avoids the classic mistake of granting someone access just because their title changed.

What it is actually for

Filling in the Job title field on each person's profile, under My account or on the user's record.
Standardizing the wording: without a list, one person types Sales Manager, another sales manager and another Sls. Mgr., and any grouping by position turns into noise.
Keeping a vocabulary that belongs only to your company, without inheriting names from elsewhere.

Creating, deactivating and deleting

Open Settings and click Job titles.
Type the name in the Job title name field and click Add. The Enter key works too.
To take a title out of circulation without deleting it, clear the Active checkbox next to it. The name then shows struck through in the list.
To delete it for good, click Delete and confirm on Delete this job title?

Example: A ten-person team registers Sales Rep, Account Manager, Sales Development and Customer Success. Months later the Sales Development function no longer exists at the company: instead of deleting it, they mark it inactive. The name drops out of new choices, and whoever was already assigned to it stays readable in the history.

Who can do this

The screen sits under Settings and requires no specific administrator permission to open. Since it defines a vocabulary shared by the whole organization, the practical agreement is to leave its upkeep to whoever administers the CRM.

Common questions

Does creating a job title grant any permission? No. Permission comes exclusively from the role assigned to the person, under Roles and permissions.
What is the difference between deactivating and deleting? Deactivating takes the title out of future choices and keeps the entry. Deleting removes the title from the list.
Where does a person pick their own job title? In the Job title field under My account, or on the user's record under Settings, Users.
Are job title and team the same thing? No. A team defines grouping and leadership, and it influences the reach of anyone with team scope. A job title is purely descriptive.

Job title, role and team: three different things

A job title describes the person's function at the company. It grants no access at all.
A role, under Settings, Roles and permissions, defines what the person can view, create, edit, delete and export, and at what reach.
A team, under Settings, Teams, defines who leads whom, and influences the reach of anyone with team scope.
A territory, under Settings, Territories, defines the area the person covers, and influences the reach of anyone with territory scope.

When someone asks for more access because they were promoted, the change that solves it is in the role, and possibly in the team or the territory. Updating the job title is the cosmetic half of a promotion inside the CRM, and it is worth doing both so the people list stays consistent with reality.

💡 If your goal is for someone to see more or fewer records, the path is Roles and permissions, not this screen. Changing a person's job title changes nothing about what they can see.

Open this article inside the system →