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What is the difference between a Profile and a Permission Set?

Both grant permissions, but they serve different purposes.

A Profile is mandatory — every user has exactly one. It defines the baseline: which login hours and IP ranges are allowed, what the default record type and page layout assignments are, and a starter set of object, field, and system permissions. Historically Salesforce used profiles for almost everything, which created profile sprawl — dozens of slightly different profiles, hard to maintain.

A Permission Set is additive — a user can have many. It is used to grant extra access on top of the profile. If five users in different profiles all need access to a custom Contracts object, you don't create five profile variants; you create one Contracts permission set and assign it to those five users. Permission Set Groups then bundle multiple permission sets into a single assignable unit, which is how Salesforce now recommends modelling job functions.

Salesforce's current direction is to keep profiles minimal — typically just login settings and record-type defaults — and put everything else in permission sets and permission set groups. Profiles are no longer being enhanced, and the long-term plan is to migrate most permissions out of them.

Why this answer works

This is the single most common admin interview question because it tests whether you have kept up with Salesforce's evolution. A candidate who only describes profiles is years behind; a strong answer mentions permission set groups and the deprecation direction. Interviewers also want to see you can articulate the modeling consequence — profile sprawl — not just the feature definitions.

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