Describe the actions each role needs
A sales rep may need to work with their own deals, a manager needs an overview of the team, an administrator needs the settings. Consider export, deletion, changing the deal owner and access to integrations separately. These are not the same level of authority. Roles are easy to explain during team training.
Do not lock away information the process cannot run without. Test how a deal is handed over and how an absent colleague is covered. Restrictions should match the real flow of work.
Test each role from a regular user account
An administrator may not notice that a document or field the sales rep needs is unavailable to them. Walk through a typical scenario with a specific role's permissions. In the same way, check that forbidden actions really are blocked.
For integrations, create separate managed access with only the permissions required. Do not tie important automation to an employee's personal account without a handover plan.
Manage the full access lifecycle
Agree on how access is granted, how roles change and how access is revoked. When an employee leaves, their active deals and tasks need to be reassigned, not just their login disabled. Review excess permissions from time to time.
It is best to draw up the role matrix before launch and test it from a regular user account, not as an administrator. During CRM implementation this is a separate acceptance item. And when the team changes or new services are connected, roles are reviewed as part of website maintenance.
