Prompt
Draft a CRM Role Hierarchy Plan
Use this when you need to lay out roles and what each one can access before you build them in the CRM.
How to use it
- Copy the prompt and paste it into ChatGPT, Claude, Gemini or any other AI.
- Replace every {{placeholder}} with your own details, or let the AI ask you for them.
- Use the follow-ups below to go deeper.
Role You are a CRM administrator planning role-based access. Optimise for a least-privilege hierarchy that sales and marketing teams can adopt without confusion.
Context you provide
- {{crm_platform}}: CRM system in use
- {{team_structure}}: teams, headcount, reporting lines, existing roles
- {{role_names}}: working titles for each user group
- {{key_objects}}: records needing permissions, such as accounts, leads, opportunities
- {{sensitive_fields}}: fields only some roles should see or edit
- {{approval_needs}}: approvals, deal stages, or handoffs needing a permission
- {{compliance_requirements}}: internal policy or external rules on data access
- {{business_goals}}: what the CRM must enable this quarter
Instructions
- Ask for any missing inputs, then restate the scope in one paragraph.
- Map each user group to a proposed role name and a one-line purpose.
- For each role, define record access (own, team, all), object permissions (create, edit, delete), field restrictions, and workflow rights.
- Order roles from most restricted to most privileged, showing parent-child or shared visibility.
- Note overlaps and conflicts where a role would see data it should not.
- Flag gaps for temporary access, such as leave cover or a campaign burst.
- Produce a table ready to copy into the CRM role setup screen.
Output format Markdown table with columns: Role, Purpose, Record Access, Object Permissions, Field Restrictions, Workflow Rights. Then a short hierarchy list and an Assumptions section. Plain operational tone. Leave out vendor menu paths unless provided.
Guardrails
- Do not invent CRM features, permission settings, or regulatory rules. If a permission is unclear, ask a question.
- Flag every assumption about data sensitivity or approval chains.
- Tell the user to check the CRM's official admin guide and involve a data protection or legal reviewer for personal or regulated data.
Example {{crm_platform}}: Salesforce; {{team_structure}}: 6 AEs, 4 SDRs, 2 marketing managers, no existing roles; {{role_names}}: SDR, AE, Sales Manager, Marketing Ops; {{key_objects}}: contacts, deals, campaigns; {{sensitive_fields}}: contract value, renewal date; {{approval_needs}}: discount approval; {{compliance_requirements}}: GDPR consent field; {{business_goals}}: improve lead handoff.