Important: Assigning User Roles

Selecting the correct role is one of the most important parts of setting up a user. Roles determine which information and feature the user can view, access, and manage.

Use the descriptions below to choose the roles that match the user’s responsibilities.

  • A user may have one or more roles.
  • Select the checkbox next to each role or permission the user needs.
  • An Administrator can update a user’s roles at any time.
  • Assign only the access the user who needs to perform assigned responsibilities.

User Roles and Permissions

Account Executive

For sales representatives. Account Executives can:

  • Access their own contracts and production orders
  • View financial information for their assigned clients

Activity Access for Non-Sales Users

Allow a non-sales user to create and manage activities.

Administrator

Provides full administrative access to the company’s system, including:

  • Managing users and stations
  • Setting company defaults
  • Viewing all system data
  • Managing company-level settings

Assign this role carefully because it provides broad system access.

Allow Account Executive to Override Daypart Pricing

Allows an Account Executive to change the default pricing within a broadcast schedule’s daypart.

Allow User to Delete Activities

Allows a user to delete activities that the user created.

Cart Update Permission

Allows a user to update the cart number field in a production order.

The Traffic Manager role also includes this permission.

Client Import Permission

Allows an authorized user to import multiple client records using the required file format. This feature can reduce the need to enter existing client data manually.

Contact WAVSTAR Support for assistance before using the client import feature.

Copywriter

For users who write advertising copy. Copywriters:

  • See only the spots assigned to them
  • Do not receive access to financial information, client information, or contracts

Custom Daypart

Allows a user to edit a daypart:

  • Start time
  • End time
  • Length
  • Rate

Group Sales Manager

Provides access across sales teams or to all sales activity within a station group.

Station groups with one sales team

If multiple people need access to all contracts and related items:

  • Assign Group Sales Manager to each person who needs full access.
  • Do not also assign the Sales Manager role to those users.

Station groups with multiple sales teams

If separate Sales Managers manage their own teams:

  • Assign Group Sales Manager only to users who need to view pipeline information for all sales teams in the station group.
  • Assign Sales Manager to users who manage an individual team of Account Executives.

For more information, see Establishing the Sales Team Hierarchy.

Open/Close Production Order

Allow a user who is not a Production Manager to open and close production orders.

On-Air Talent

Provides the same system access as the Spot/Voice Producer role. The separate title makes user responsibilities easier to identify and manage.

Production Manager

Provides full access to all production orders.

This role does not provide access to financial information, client information, or contracts.

Sales Assistant

Provides access similar to the Sales Manager role but does not allow the user to override pricing restrictions.

Sales Manager

For users who manage an individual team of Account Executives.

Use this role when an organization has multiple sales teams and each team has a separate manager.

  • Assign Sales Manager to users who manage an individual sales team.
  • Assigning Group Sales Manager to users who need access to pipeline information for all sales teams.
  • If the station group has only one sales team and multiple people need access to all contracts, assign Group Sales Manager, not Sales Manager.

For more information, see Establishing the Sales Team Hierarchy.

Spot/Voice Producer

For users who record voice work or produce spots. Spot/Voice Producers:

  • See only the spots assigned to them
  • Do not receive access to financial information, client information, or contracts

Traffic Manager

Provides broad access to:

  • Client information
  • Contracts
  • Production orders
  • Financial information
  • Pipeline information for all Account Executives

This role is similar to the Sales Manager role but includes different operational permissions and restrictions.

View-Only Permissions

View-only permissions allow a user to see all records within a selected category without changing them.

Available view-only categories may include:

  • Companies and contacts
  • Clients
  • Quotes and contracts
  • Production orders
  • Combined groups of these records

View-only access does not allow the user to update a record. However, another role or direct assignment may provide editing access.

For example:

  • A Standard User may edit records owned by or assigned to that user.
  • An Administrator may edit all records.
  • A user assigned directly to a specific record may be able to edit that record.