What are User Access Permission Templates?
Creating and Using Permission Templates in Base
Context:
Managing user permissions in Base can be time-consuming, especially when you need to configure the same set of permissions for multiple users or when working with Base Connect guest access. User Access Permission Templates allow you to create reusable permission configurations that can be quickly applied to new users or guests, ensuring consistency and saving time. Whether you're setting up standard access levels for team members or configuring guest permissions for external partners, templates streamline the process.
Streamlining Permission Management
The Challenge:
Configuring user permissions manually for each user is repetitive and error-prone. You might need to:
Set Up Multiple Users: Configure the same permissions for several team members
Standardize Access Levels: Ensure consistent permissions across similar roles
Manage Guest Access: Quickly configure permissions for Base Connect guests
Maintain Consistency: Keep permissions aligned with organizational policies
Without templates, you'd need to manually check dozens of permission boxes for each user, increasing the risk of mistakes and inconsistencies.
Base's Solution:
User Access Permission Templates let you create predefined permission configurations that can be applied with a single click. Templates store complete permission sets for all modules (Jobs, Invoices, Companies, etc.) and all permission levels (Read, Edit, Admin, TableConfig). Once created, templates can be applied to any user or guest, ensuring consistent access levels and dramatically reducing setup time.
Understanding Permission Templates
What are Permission Templates?
Permission templates are saved configurations that define:
Module Permissions: Access levels for Jobs, Invoices, Companies, Projects, etc.
Action Levels: Read, Edit, Admin, and TableConfig permissions for each module
Granular Control: Specific permissions for different areas within each module
Template Use Cases:
Standard Role Templates:
"Project Manager" - Full access to jobs and projects, read-only for accounting
"Accountant" - Full access to invoices and payments, read-only for jobs
"Client Viewer" - Read-only access to specific modules
Guest Access Templates:
"Base Connect Guest - Full Read" - Read access to all shared modules
"Base Connect Guest - Jobs Only" - Read access only to jobs and related records
"Base Connect Guest - Invoices Only" - Read access only to invoices
Department Templates:
"Operations Team" - Access to jobs, projects, and vessels
"Finance Team" - Access to invoices, payments, and reports
"Sales Team" - Access to quotes and companies
Step-by-Step Guide: Creating Permission Templates
1. Navigate to Organization Settings:
Click on your organization selector at the bottom left of Base
Select your organization
Click on "Organization Settings"
2. Access User Templates:
In Organization Settings, click on the "User Templates" tab
3. Create a New Template:
Click the "Add new" button to create a new permission template
4. Configure Template Permissions:
A modal opens allowing you to configure permissions for each module
Enter a template name (e.g., "Project Manager", "Base Connect Guest - Read Only")
Click into each module (Jobs, Invoices, Companies, etc.) to configure permissions
For each module, check the boxes for the permissions you want to grant:
- Read: View records and data
- Edit: Modify records and data
- Admin: Administrative control over the module
- TableConfig: Configure table views and filters
Note: For guest users, only "Read" permissions are available—guests cannot have Edit, Admin, or TableConfig permissions.
5. Save the Template:
When you've configured all desired permissions, click the "Create Template" button
The template is saved and appears in your templates table
Using Permission Templates
Applying Templates to New Users:
When creating a new user or guest:
1. Navigate to Organization Settings → Members
2. Click "Invite Member" or "Add Guest"
3. Fill in user information
4. In the permissions section, select a template from the "Apply a User Template" dropdown
5. The template's permissions are automatically applied
6. You can modify individual permissions if needed before saving
Applying Templates to Base Connect Guests:
When approving or configuring Base Connect guest access:
1. Navigate to the connected company's Base Connect settings
2. When configuring guest permissions, select a template from the dropdown
3. The template's permissions are applied automatically
4. Adjust individual permissions if needed
Note: Base automatically restricts guest templates to read-only permissions, even if the template includes edit or admin permissions.
Best Practices
Template Naming:
Use Descriptive Names: Name templates clearly (e.g., "Project Manager - Full Access" not "Template 1")
Include Role or Purpose: Include the role or use case in the name
Indicate Guest vs. Member: Clearly distinguish guest templates from member templates
Template Organization:
Create Standard Templates: Set up templates for common roles in your organization
Keep Templates Updated: Review and update templates as your needs change
Document Template Purpose: Use clear names that indicate when to use each template
Permission Configuration:
Principle of Least Privilege: Grant only the minimum permissions needed
Test Templates: Apply templates to test users to verify permissions work as expected
Review Regularly: Periodically review templates to ensure they align with current needs
Template Maintenance:
Edit Existing Templates: Update templates when permission requirements change
Archive Unused Templates: Remove or archive templates that are no longer needed
Version Control: Consider creating new templates rather than modifying widely-used ones
Template Limitations and Considerations
Guest User Restrictions:
Read-Only: Guests can only have read permissions, regardless of template settings
Automatic Filtering: Base automatically filters out edit/admin permissions when applying templates to guests
Base Connect Scope: Guest permissions only apply to records they're explicitly granted access to
Template Application:
Not Retroactive: Applying a template to an existing user doesn't automatically update their permissions
Manual Override: You can still manually adjust permissions after applying a template
Template Changes: Changing a template doesn't automatically update users who already have that template applied
Permission Hierarchy:
OWNER/ADMIN: Owners and admins have full access regardless of templates
MEMBER: Members can have any permissions configured in templates
GUEST: Guests are limited to read permissions only
Troubleshooting
Template Not Appearing:
Check Permissions: Only Owners and Admins can create and manage templates
Refresh Page: Try refreshing the page to see newly created templates
Check Organization: Ensure you're in the correct organization
Template Not Applying Correctly:
Verify Template Content: Check that the template has the permissions you expect
Check User Role: Remember that guests can only have read permissions
Review Applied Permissions: After applying, verify the permissions were set correctly
Can't Edit Template:
Check Permissions: Only Owners and Admins can edit templates
Check Template Status: Ensure the template isn't archived or deleted
Try Creating New Template: If editing fails, create a new template with updated permissions
Related Features
Permission templates work with several other Base features:
User Access Control: Understand the broader permission system in Base
How to Add and Manage Guest Users: Learn about internal guest users
Request Internal Users or Approve External Users as Guests: Understand Base Connect guest workflow
Configure permissions for Base Connect guests: Learn how to configure guest permissions in Base Connect
Summary
User Access Permission Templates provide a powerful way to standardize and streamline permission management in Base. By creating reusable permission configurations, you can quickly set up new users, ensure consistency across your organization, and efficiently manage Base Connect guest access. Templates save time, reduce errors, and help maintain security by ensuring permissions are configured correctly every time.
If you have questions about creating or using permission templates, our support team is ready to help.