Overview
A User Profile in Perspio is used to define and standardise access settings so you can apply the same access model to multiple users consistently. Instead of configuring access manually for each person, Profiles allow administrators to create a reusable access structure and then assign it to the appropriate users.
This article explains:
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why Profiles are important
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common use cases
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how to create a new Profile
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how to assign that Profile to a user
This is a how-to article intended for administrators managing user access in Perspio.
Why Profiles are important
Profiles help keep user access consistent, scalable, and easier to manage.
Standardised access management
Profiles reduce the need to manually configure the same access settings repeatedly for different users.
Faster onboarding
When a new user joins, you can assign an existing Profile instead of rebuilding access from scratch.
Easier administration
If your organisation has common access patterns, Profiles make it easier to manage those patterns in a structured way.
Reduced configuration errors
Using Profiles helps avoid mismatched permissions caused by manual setup across multiple users.
Common use cases
Profiles are useful in situations such as:
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assigning the same customer access model to multiple internal users
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creating standard access patterns for operations, support, sales, or management teams
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onboarding new users with pre-defined access
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maintaining consistent access rules across larger teams
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simplifying future user administration
Before you start
Before creating and assigning a Profile, confirm that:
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you have access to the Admin module
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you have permission to manage Profiles and Users
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you know which user should receive the Profile
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you understand the access model the Profile should represent
It is also a good idea to decide on a clear naming convention for Profiles before creating them.
Where to find Profiles
Profiles are managed from the Admin area.
Typical navigation:
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Open Admin
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Select Profiles
From there, you can create new Profiles and review existing ones.
Profiles screen: layout and controls
The Profiles area is where you manage profile records.
Depending on your tenant configuration, this screen may include:
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a list of existing Profiles
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a search field to locate a Profile quickly
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an Add Profile button to create a new Profile
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table or list controls for browsing existing records
Add Profile
The Add Profile control is used to begin creating a new Profile.
Usability
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Use this when a new access pattern is needed
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Prefer creating a reusable Profile instead of duplicating manual user access configuration
How to create a new Profile
Step 1 – Open Admin
From the left navigation, open Admin.
This is the administration area for managing system-level configuration, including users and profiles.
Step 2 – Open Profiles
Within Admin, select Profiles.
This opens the Profiles management area where existing Profiles can be reviewed and new ones can be created.
Step 3 – Select Add Profile
Choose Add Profile to begin creating a new Profile.
This opens the Profile creation flow.
What to expect
Profile creation is generally structured as a guided process with one or more steps.
Typical controls may include:
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fields for profile details
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navigation buttons such as Next
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final action buttons such as Create
Step 4 – Enter the Profile details
Complete the required Profile information.
Depending on your configuration, this may include:
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Profile name
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description or internal notes
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access-related selections or configuration fields
Best practice for Profile naming
Use a clear name that tells administrators what the Profile is for.
Examples:
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Customer Support Access
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Operations Customer Access
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Branch Manager Access
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Read Only Customer Access
A good Profile name should make assignment easy later.
Step 5 – Build the Profile access settings and select Next
After entering the basic Profile details, configure the access model that the Profile will apply to users.
In this step, you define what the Profile can access across Perspio. This typically includes:
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Access Level / Profile type
Select the relevant access structure, such as customer-based access, depending on how your tenant is configured. -
Module Toggle
Set the access level for each module using the available permission options:-
Off – no access
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Read – view-only access
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Write – full access, including changes where supported
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Module-specific permissions
Review each module carefully and apply the correct level based on the purpose of the Profile. This is where you build the Profile to match the intended user role.
Why this step matters
This is the core Profile configuration step. The selections made here determine what users assigned to this Profile will be able to see and do in Perspio.
Step 6 – Review and Create
This screen confirms the User Profile has been created.
Step 7 – Review the Profile summary
After creation, Perspio may display a Summary or confirmation screen.
This allows you to:
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confirm the Profile was created successfully
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review the details of the new Profile
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return to the Profiles list if needed
Why this matters
It is good practice to confirm the Profile exists and is ready before assigning it to a user.
How to assign a Profile to a user
Once the Profile has been created, the next step is to add it to the relevant user.
Step 1 – Open Users
Within Admin, open Users.
The Users area is where you manage individual user records and their access configuration.
Step 2 – Open the target user
Locate and open the user who should receive the Profile.
Depending on your tenant configuration, the Users page may include:
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a user list or table
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search tools
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pagination
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user detail pages or tabs
Usability
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Use search if the user list is large
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Open the correct user carefully to avoid updating the wrong account
Step 3 – Open the Access tab
Within the user record, go to Access.
The Access section is where user-level access settings are managed.
Step 4 – Select Edit
Use Edit to make changes to the user’s access configuration.
Edit button
The Edit button switches the page into an editable state.
Usability
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Use Edit before trying to change access settings
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If fields are not editable, confirm you are in edit mode and that you have the required permissions
Step 5 – Add the Profile in the relevant access section
Within the Access area, locate the relevant access configuration section, such as Access for Customers, and select the Profile you want to assign.
Access for Customers
This section is typically used to define customer-related access for the user.
Depending on your configuration, this area may allow you to:
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select a Profile
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apply customer access rules
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review how the user’s customer visibility is configured
Usability
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Select the Profile that best matches the user’s role
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Confirm the access model is appropriate before saving
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If multiple Profiles or access options exist, use the one aligned with the user’s intended responsibilities
Step 6 – Save the user record
Once the correct Profile has been selected, choose Save.
Save button
The Save button applies the changes to the user record.
Usability
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Always save after updating access
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If changes are not saved, the Profile assignment will not take effect
What to check after assignment
After assigning the Profile, confirm that:
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the correct user was updated
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the correct Profile was selected
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the user’s access reflects the intended setup
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the access is aligned with the correct customer or operational scope
If possible, have the user test their access or verify it through an administrator review process.
Recommended best practices
Use clear, role-based Profile names
Profile names should describe the business purpose of the access.
Reuse Profiles where possible
Avoid creating too many near-duplicate Profiles. Reuse standard Profiles when the access pattern is the same.
Review Profile assignments regularly
Access requirements may change over time, so Profile assignments should be reviewed periodically.
Keep onboarding consistent
Use Profiles as part of a repeatable user onboarding process.
Validate after saving
After assigning a Profile, confirm the user can access what they need—and only what they need.
Troubleshooting
I cannot create a Profile
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Confirm you have access to Admin
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Confirm you have permission to manage Profiles
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Check that required fields have been completed before selecting Next or Create
I cannot edit the user’s access
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Confirm you are in the Access tab
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Select Edit before making changes
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Confirm your user role has permission to update other users
The Profile does not appear when assigning it
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Confirm the Profile was created successfully
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Refresh the page if needed
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Check that you are in the correct access section
The user still does not have the expected access
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Confirm the correct Profile was assigned
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Confirm the changes were saved
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Review whether additional access controls apply beyond the Profile itself