Step-by-Step: Configuring User Permissions in HighLevel to Prevent Unauthorized Contact Deletion

Preventing unauthorized contact deletion is a critical security measure for any business operating within HighLevel. Accidental or malicious deletion of contact records can lead to significant data loss, disrupt sales and marketing pipelines, and incur substantial operational costs in recovery efforts. This guide provides a clear, step-by-step process for HighLevel administrators to configure user permissions effectively, ensuring that only designated personnel have the authority to delete contacts. By implementing these controls, you can safeguard your valuable customer data, maintain data integrity, and streamline your HighLevel environment for optimal operational security.

Step 1: Understand HighLevel User Roles and Permission Hierarchy

Before making any changes, it’s crucial to grasp how HighLevel manages user roles and permissions. HighLevel operates on a hierarchy where agencies can create custom roles within their sub-accounts, each with specific access levels. Permissions are granular, allowing administrators to control visibility and actions for nearly every feature, including contact management. Understanding this structure helps identify which roles might inadvertently have deletion privileges or where new, more restrictive roles need to be created. It’s not just about removing a permission; it’s about evaluating existing roles, defining the scope of responsibility for each team member, and ensuring that the least privilege principle is applied where contact deletion is concerned. This foundational understanding prevents unintended consequences when adjusting settings.

Step 2: Navigate to Agency or Sub-Account User Management

The first practical step is to access the user management settings within your HighLevel account. Depending on whether you are an Agency Admin configuring permissions across multiple sub-accounts or a Sub-Account Admin managing users within a specific account, the navigation may vary slightly. As an Agency Admin, you would typically navigate to the ‘Agency Settings’ and then to ‘Roles’ or ‘Team Management’ to oversee all sub-account roles. If you are a Sub-Account Admin, you’ll go to the specific sub-account, then navigate to ‘Settings’ (usually found in the bottom left corner) and select ‘Team’ or ‘Users’. This is where you’ll find the list of all active users and their assigned roles, ready for modification or review.

Step 3: Edit or Create a New User Role for Contact Management

Once in the user management section, you have two primary options: modify an existing role or create a new one. For granular control over contact deletion, creating a new role explicitly designed for users who *should not* delete contacts is often the safest approach. Name this role clearly, such as “Marketing Team – No Deletion” or “Sales Rep – View Only.” If modifying an existing role, select the role currently assigned to the users whose permissions you wish to restrict. Click the ‘Edit’ icon (often a pencil) next to the chosen role. This will open up a detailed list of permissions that can be toggled on or off, allowing precise control over user capabilities within HighLevel.

Step 4: Locate and Adjust Contact Deletion Permissions

Within the role editing interface, you will find an extensive list of permissions categorized by various HighLevel features. Scroll down or use the search function to find permissions related to “Contacts.” Look for specific entries such as “Delete Contacts,” “Bulk Delete Contacts,” or similar terminology. To prevent unauthorized deletion, ensure these particular permissions are **unchecked** or **disabled** for the role you are configuring. Be meticulous in reviewing all contact-related permissions, as sometimes deletion capabilities might be implicitly granted through broader permissions. The goal is to explicitly remove the ability to delete contacts, either individually or in bulk, for this specific user role.

Step 5: Review and Save Changes, Then Assign Users

After carefully adjusting the contact deletion permissions, thoroughly review all other permissions assigned to this role to ensure they align with the user’s responsibilities. Double-check that no other setting inadvertently grants deletion access. Once satisfied, click ‘Save’ or ‘Update Role’ to apply your changes. The final crucial step is to assign this newly configured or modified role to the appropriate users. Navigate back to the ‘Users’ list and edit each user’s profile, selecting the newly restricted role from the dropdown menu. Confirm that all users who should *not* have contact deletion capabilities are now assigned to this secure role.

Step 6: Test the New Permissions with a Non-Admin Account

Configuration isn’t complete without verification. It’s imperative to test the newly implemented permissions to ensure they function as intended. Log out of your admin account and log back in using the credentials of a user assigned to the restricted role. Navigate to the contacts section and attempt to delete a contact. You should find that the delete option is either entirely absent or produces an error message indicating insufficient permissions. This hands-on testing confirms that your changes have successfully prevented unauthorized contact deletion, providing peace of mind and data security. Repeat this test for a few different users to catch any edge cases.

Step 7: Regularly Audit User Access and Permissions

Security is an ongoing process, not a one-time setup. It is essential to regularly audit user access and permissions within your HighLevel account. As your team evolves, roles change, and new features are introduced, there’s a risk that permission settings could become outdated or misconfigured. Schedule periodic reviews—e.g., quarterly or bi-annually—to ensure that all users still have the appropriate level of access, adhering strictly to the principle of least privilege. This proactive approach helps maintain the integrity of your HighLevel data, guards against potential vulnerabilities, and reinforces a strong security posture against unauthorized contact deletion and other data manipulation.

If you would like to read more, we recommend this article: Comprehensive HighLevel Data Protection & Instant Recovery for HR & Recruiting