Roles & permissions

Roles and permissions in Amplify let admins control who can access features, manage data, and perform actions across the platform. This helps teams stay organized, secure, and compliant—especially as your organization grows. Permissions are managed per user and grouped by product (fax, e-sign, forms, connect), giving you flexibility without complexity.

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Overview

Each user in Amplify is assigned:

• A role (for example, Admin)
• A set of permissions based on that role

Permissions determine what a user can view, create, edit, delete, or manage across Amplify features like Connect, iFax, Forms, analytics, and account settings. Admins can customize permissions at any time.

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Where to manage roles & permissions

To edit a user’s access:

1. Go to Settings -> Team & SSO
2. Select a user
3. Click Edit user
4. Choose a role and adjust permissions as needed
5. Click Save

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Product-level permissions

Product permissions control which Amplify products a user can access.

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Available products

• Connect – Messaging, calling, and meetings
• iFax – Sending, receiving, and managing faxes
• Forms – Creating and managing forms
• eSign – Electronic signature workflows (if enabled)

Each product can be toggled on or off per user.

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Common Permissions

Common permissions apply across Amplify and control access to shared system-level features.

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Numbers (Fax + Voice / SMS)

• Access Numbers – View assigned fax and voice numbers.
• Manage Numbers – View, add, port, edit, or block numbers.

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Contacts

• Manage Personal Contacts – Create, edit, and delete personal contacts.
• Manage Contact Groups – Create and edit contact groups.
• Import / Export Contacts – Upload or download contact lists.

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Labels & Folders

• Manage Labels – Create, edit, or delete labels.
• Manage Folders – Create and manage personal or shared folders.

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Automations

• View / Create Automations – Build and view automation workflows.
• Delete Automations – Remove existing automations.

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Users & Account

• View Users – View users in the organization.
• Create / Edit Users – Add new users or update existing users.
• Manage Account Settings – Manage account details, billing, and organization settings.

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Analytics

• View Reports – Access analytics and usage reports.
• Export Reports – Download reports for external use.

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App & Navigation

• App Access – Access Amplify on web and mobile.
• Manage Dashboard Layout – Customize dashboard columns and views.
• Access Navigation & Shortcuts – Use shortcuts and navigation menus.

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Fax Permissions

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Send Faxes

Controls outbound fax capabilities.

• Send Faxes – Allow users to send faxes.
• Send From Numbers – Restrict which fax numbers can be used.
• Attachment Sources – Control upload sources (computer, cloud, mobile scan).
• Change Fax Quality – Allow adjustment of resolution/quality.
• Use Smart Templates – Enable reusable fax templates.
• Use Fax Defaults – Apply predefined sending settings.

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Delivery Methods

Controls secure delivery options.

• Broadcast – Send faxes to multiple recipients at once.
• Secure Email / Fax / SMS – Allow secure delivery channels.

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Approvals

Controls fax approval workflows.

• Send Faxes for Approval – Require review before sending.
• Approve Faxes – Allow users to approve pending faxes.

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View Faxes

Controls access to fax history.

• View Personal Sent Faxes – Access own sent faxes.
• View Faxes by Number – View faxes linked to specific numbers.
• View Received Faxes – Access inbound faxes.
• Auto Assigned to Faxes – Automatically assign received faxes.

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Fax Configuration

Controls administrative setup.

• Create/Edit Fax Defaults – Manage default settings.
• Delete Fax Defaults – Remove defaults.
• Create/Edit Smart Templates – Manage fax templates.
• Delete Smart Templates – Remove templates.
• Batch & Retry Configs – Manage retry rules.
• Share or CC Faxes – Share documents externally.
• Export to EHR – Enable EHR export.
• AI & OCR Requests – Enable OCR, NLP, and AI assistant features.

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eSign Permissions

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Documents

Controls document access and lifecycle.

• View Documents – Read signed and unsigned documents.
• Create/Edit Documents – Prepare and modify documents.
• Delete Documents – Remove documents.
• Request Bulk Signatures – Send signing requests in bulk.
• Share Documents – Share documents externally.

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Templates

Controls reusable templates.

• View Templates – Access existing templates.
• Create/Edit Templates – Build and modify templates.
• Delete Templates – Remove templates.

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AI

Controls AI-assisted capabilities.

• Use AI Tools – Enable AI support for document workflows.

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Forms Permissions

Controls form creation, publishing, and response access.

• View Forms – Access existing forms.
• Create/Edit Forms – Build and modify forms.
• Delete Forms – Remove forms.
• Publish/Unpublish Forms – Control form availability.
• View Form Responses – Access submitted data.

Permissions can be scoped by form type to limit exposure.

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Connect Permissions

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Messaging

Controls text-based communication.

• Send Messages – Send messages.
• Send From Numbers – Restrict sender numbers.
• Receive Messages – Receive inbound messages.
• Forward Messages – Forward conversations.

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Calls

Controls calling capabilities.

• Make Calls – Initiate outbound calls.
• Use Caller ID – Select caller ID numbers.
• Use Anonymous Caller ID – Hide caller ID.
• Receive Calls – Accept inbound calls.
• Forward Calls – Forward incoming calls.

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Meetings

Controls meeting features.

• Host Meetings – Create and host meetings.
• Send Meeting Invitations – Invite participants.

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Other

Controls monitoring and records.

• Record Calls – Enable call recording.
• Manage Call & Message History – View and manage logs.

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FAQs