Learn the key differences between Profiles and Permission Sets in Salesforce. Understand their purpose, usage, and best practices for Admins.
Introduction
When you’re starting as a Salesforce Admin, one of the first things you’ll work with is managing user access. This is where Profiles and Permission Sets come in.
They may seem similar, but their purpose and use are very different.
In this guide, we’ll break down the difference between Profiles vs Permission Sets, when to use which, and best practices every Admin should follow.
🔐 What is a Profile in Salesforce?
A Profile defines the baseline level of access a user has in Salesforce.
Every user must have one Profile. It controls:
- Object-level permissions (Create, Read, Edit, Delete)
- Field-level security
- Page layouts
- Record types
- Tabs & apps
- Login hours & IP restrictions
📝 Example:
The “Sales Profile” might let users access Opportunities, Accounts, but restrict access to Setup.
🎯 What is a Permission Set in Salesforce?
A Permission Set is a collection of additional permissions that can be assigned on top of the Profile.
Unlike Profiles, users can have multiple Permission Sets.
Use them to:
- Grant temporary or role-specific access
- Avoid cloning or creating new profiles for minor changes
📝 Example:
You can give “Edit Reports” access to a user temporarily by assigning a permission set — without changing their profile.
🔄 Quick Comparison: Profile vs Permission Set
| Feature | Profile | Permission Set |
|---|---|---|
| Mandatory? | Yes – every user needs one | No – assigned as needed |
| Number per User | Only one | Multiple allowed |
| Access Control | Base access | Add-on access |
| Best Use Case | Job-based access | Temporary or role-specific access |
| Can Restrict? | Yes (Login hours, IP, objects) | No – only grants access |
📈 When Should You Use Profiles vs Permission Sets?
🔹 Use Profiles to define:
- A standard level of access based on job role
- Object & field access for all users in a role
🔹 Use Permission Sets to:
- Avoid creating new profiles for small permission differences
- Grant one-off or temporary access
- Provide access to apps, objects, or fields for specific users
🛠️ Best Practices for Admins
✅ Use Fewer Profiles: Keep profiles clean and job-based. Avoid creating one for every user.
✅ Use Permission Sets Often: They’re more flexible and easy to manage for add-on access.
✅ Group Permissions with Permission Set Groups (newer feature)
✅ Audit Access Regularly: Remove unused permissions or sets
✅ Name Clearly: e.g., PS_Edit_Reports or PS_Manage_Campaigns
🚀 Final Thoughts
Profiles and Permission Sets are core to user security in Salesforce. Knowing when and how to use each will make your Salesforce org more secure, scalable, and admin-friendly.
As a Salesforce Admin, mastering access control is your first big responsibility — and this is the foundation!
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