Roles & Permissions Matrix

Definition

The Roles and Permissions Matrix is a technique used to identify and document the rights and privileges that different user roles have within a system or solution. It maps roles against specific functions using access levels — typically Create, Read, Update, Delete (CRUD) — ensuring that users have the access they need to perform their duties and no more. It is a critical tool for defining security requirements and ensuring data integrity.

Inputs

• Identified user roles and their business responsibilities
• Defined system functions and data objects to be governed
• Security and compliance requirements (e.g. least privilege, segregation of duties)
• Stakeholder input from business owners, security teams, and operations

Outputs

• A roles and permissions matrix mapping each role to allowed actions per function
• Non-functional security requirements for system configuration
• Inputs to user acceptance testing (UAT) for access control validation
• A compliance artifact demonstrating role-based access control design

When to Use

• Defining security requirements for any system with role-based access control
• Ensuring compliance with data privacy, regulatory, or audit requirements
• As an input for configuring user access in enterprise systems or SaaS platforms
• During UAT to verify that role restrictions are implemented correctly

When Not to Use

• Systems with a single user type and no meaningful access differentiation
• Simple internal tools where all users have identical access
• Early discovery before roles and functions have been defined