Roles and Permissions
Roles define what a member can do in an organization. Each role has its own set of access permissions — from full administrative control to limited viewing. Roles are automatically created when an organization is established.
What are roles?
Roles are sets of permissions that define a member’s level of access to organization features and responsibilities. The role system provides access control and allows you to safely distribute responsibilities among members based on their position and needs.
Key principles of the role system:
| Principle | Description |
|---|---|
| Permission Set | Each role includes a specific set of access rights suited to its purpose |
| Access Control | Roles restrict access to critical functions based on job responsibilities |
| Least Privilege | Members receive only the rights necessary for their specific role |
| Automatic Setup | Roles are automatically created when an organization is established |
Available Roles
There are five main roles in an organization with different access levels and responsibilities:
| Role | Description | Best For |
|---|---|---|
| Administrator | Full control over the organization | Organization leadership and overall management |
| Supervisor | Oversight of branch network and content moderation | Branch network supervisors and quality control |
| Manager | Operational management of a location or point | Location managers and operational leads |
| Operator | Day-to-day work with schedules and tasks | Staff members and operational personnel |
| Viewer | Limited access for viewing information | External consultants, auditors, or stakeholders |
When you create an organization, you automatically become an Administrator. You can then invite other members and assign them appropriate roles based on their responsibilities.
How to Assign a Role
Only members with edit access to Security can change roles. By default, only the Administrator role has this access.
Open the Users page
Open ORG and select Users in the menu. The page is titled Team Members.
Find the member
Use the filters to narrow the list to the member whose roles you want to change.
Click Edit
In the member’s row, click the pencil icon (Edit). The drawer shows the member’s code and name, and a switch for each role.
Turn the roles on or off
Turn on the switch for each role the member needs. Turn off the switch for each role to remove.
Preview the changes
Click Preview. The change is added to the list of unsaved changes. Nothing is applied yet.
Save the changes
Click Save (N) above the table, where N is the number of unsaved changes. The new roles take effect after you save, and the member is notified.
To invite a new person and assign roles in one step, see Managing Members.
Access Rights Matrix
Detailed information about the rights of each role:
Administrator
Administrator — Full Control
The administrator has all possible rights in the organization and is typically the organization creator or leadership:
- ✅ Manage organization settings
- ✅ Change name and description
- ✅ Manage avatar and logo
- ✅ Invite new members
- ✅ Remove members
- ✅ Change roles of all members
- ✅ Create and delete projects
- ✅ Manage all resources and locations
- ✅ View all data and reports
- ✅ Manage billing and subscriptions
- ✅ Access to complete action audit
- ✅ Manage organization structure and hierarchy
Administrators are responsible for the overall management and configuration of the organization. When you create an organization, you automatically become an Administrator.
Frequently Asked Questions
Can I create my own custom role?
Yes. The five preset roles (Administrator, Supervisor, Manager, Operator, and Viewer) are created with your organization. To add your own role, open the Roles page and follow these steps. You need edit access to Security.
- Click Add
- Enter a code and a name
- For each permission, choose — (no access), View, or Edit. Set at least one permission.
- Click Preview, then Save (N) above the table
Who can assign roles to other members?
Only members with edit access to Security can assign or change roles. By default, that is the Administrator role. If you need to change someone’s role, contact an Administrator in your organization.
What happens when I create an organization?
When you create an organization:
- Roles are automatically created and set up
- You automatically become an Administrator
- You can then invite other members and assign them appropriate roles
What’s the difference between Manager and Operator?
Key differences:
- Manager oversees a location and manages operations, schedules, and local staff
- Operator performs day-to-day work with schedules and tasks at the operational level
- Managers have broader authority at their location; Operators have focused, task-specific access
What can a Supervisor do?
Supervisors can:
- View and monitor all branch locations
- Review and moderate content across the organization
- Access audit logs for supervised locations
- View comprehensive data and reports
Supervisors cannot:
- Change member roles
- Access billing information
- Modify organization structure
What happens if I archive a role?
Archiving a role is a way to deactivate a role without deleting it:
- An archived role no longer grants permissions to its members
- The role remains in the system and can be restored at any time
- Role data and action history are preserved
- Archiving is useful when a role is no longer needed but may be useful in the future
Can I change my own role?
No, you cannot change your own role. Only Administrators can change member roles. If you need a different role, ask an Administrator to change it for you.