Roles and what each one may do

A brand has four built in roles and 13 permissions. A role is a name for a list of permissions. If somebody cannot do something, look up the permission it needs and check their role against it.

WhereDashboard, Team

The four roles

You can hand out Admin, Editor, Viewer. Owner is not in the dropdown. A brand has one owner, and the only way to make somebody else the owner is to hand the brand over. See Handing a brand over.

The permissions

The role editor shows them under four headings. The sentence on the right is the label on the checkbox.

Which role holds which permission

An owner holds all 13. An admin holds 11. An editor holds 7. A viewer holds 3, all read only.

What only an owner may hold

Two permissions are reserved for the owner. No other role carries them, and they are not offered when you build a role of your own. That leaves 11 permissions a custom role may be built from.

• Billing follows the account that owns the brand. An admin can open Billing (opens in a new tab) but cannot change the plan, and the page says so.
• Deleting the brand asks the owner to type the brand's slug first.

Changing somebody's role

1. Open Team (opens in a new tab). Every member has a dropdown beside their name, with the built in roles under Built in and any role this brand built under Custom.
2. Pick the new role.
3. Press Save. There is no confirmation step.

The change takes effect at once. There is nothing for the other person to accept. Anything the new role does not carry is refused from then on, even from a page they already have open. Their work stays: sections they wrote, files they uploaded and comments they left are untouched by a role change.

The change is recorded, with the role before and after, in History.

Two changes the product refuses

Who may change roles

Changing a role, removing a member and revoking an invitation all need team:manage. Inviting needs team:invite, which is separate, so a role can bring people in without being able to change what they may do. The Team page itself needs team:read, which all four built in roles carry.

Without the permission a page needs, you are sent back to the dashboard. If a page keeps bouncing a teammate, find the permission it needs below and check their role.

Roles you build yourself

A brand on Business can build its own roles from the 11 permissions that are not owner only, and give one to a member or to somebody being invited. If you delete a custom role, everybody holding it falls back to Viewer, which can see but not change anything. The confirmation says how many people that affects before it happens. See Custom roles and folder access.

Picking a role

• Viewer for anybody who only needs to read the manual and take files out of it. A printer, a new starter, a client.
• Editor for the people writing the manual. They can publish, so if you want a pair of eyes first, use review. An editor can also move files to the trash and empty it, but cannot change folders.
• Admin for whoever runs the brand day to day. Everything an editor has, plus the team, the folders and the settings of the brand.
• Something narrower when none of the three fits, such as a photographer who uploads files but does not edit the manual.

Where to go next

• Inviting people for getting somebody into the brand in the first place.
• Custom roles and folder access for building a role from the permission list.
• Handing a brand over, moving a manual, leaving for changing the owner, and for what removing somebody leaves behind.