Control who can view or edit a custom field with role access

Previously, you could hide a custom field from specific roles. You can now also make a field read-only for a role: the field stays visible, but the role can no longer change its value. This is useful for reference data such as cost information, certification numbers, or internal notes that your team should see but not edit.

Role access is set field by field under Settings > Fields.

Access levels

Every role has one of three access levels on a field.

Access level	What people in the role can do
Read & write	See the field and edit its value. This is the default for every role with manage permissions
Read	See the field and its value, but not change it.
No access	The field is hidden. For this role, it is as if the field doesn't exist.

Roles you haven't added to the list keep Read & write. They appear in the table as All other roles.

Set role access on a custom field

1. Go to Settings > Fields.
2. Select the tab for the type of record the field belongs to, for example Items , Reservations, or Check-outs.
3. Open the field you want to change. Use the ⋮ menu at the end of its row.
4. In the Configure & Add step, scroll to Role access.
5. Select + Add role and choose the role you want to limit.
6. For that role, choose No access or Read.
7. Repeat for any other roles, then select Update field.

The line under the table summarizes your setup, for example 1 read only · 1 no access · others read & write.

To give a role full access again, select the X next to the role to remove it from the list. Removing a role restores Read & write.

Note: To edit any field, a role must have manage permissions in Roles and Permissions. For example, to edit any item field, user must have "Manage Items" permission. This is controlled in Roles and Permissions settings.

Examples

Goal	Field	Setup
Keep financial details away from borrowers	Replacement value	Self-service: No access
Let the front desk see compliance data without changing it	Certification number	Front desk admin: Read
Show a reference link to borrowers, but hide it from the contractors	Manual link	Self-service: Read, Contractors: No access

In each case, roles you haven't listed keep Read & write.

Good to know

• Custom fields only. Role access applies to custom fields. Standard fields such as name, category, and location are always visible.
• Admins keep full access. Account owners, Workspace admins, and any role that can manage settings always see and edit every field, whatever you set.
• Required fields can't be restricted. If a field is marked required, role access doesn't apply to it.
• Search ignores hidden fields. If a role has No access to a field, that field is ignored when people in the role search or filter. They won't see an error.
• The API follows the same rules. A field a role can't access is treated as if it doesn't exist.

FAQ and troubleshooting

A user can't see a field they need. Open the field in Settings > Fields and check Role access. If their role is set to No access, change it to Read or remove the role from the list. Also confirm the field is shown on the right item types.

A user can see a field but can't edit it. Their role is set to Read. Remove the role from the list to restore Read & write.

An admin can still see a field I set to No access. Account owners, Workspace admins, and roles that can manage settings always have full access to every field.