Roles and Permissions

What is this page for?

Roles decide what each person in your organization can see and do. They work like a division of tasks in a kitchen: everyone knows their job and works only in the areas that belong to it. Defining a role lets you open only the areas each person needs for their work.

Three built-in roles are enough for most teams. As your needs grow, you can create your own roles. For each area, you choose the view, create, edit and delete permissions one by one.

Example scenario

At a facility management company, operations lead Deniz wants people on the maintenance team to see only their own work. Deniz opens the Roles section and creates a new role called “Field Supervisor”. Deniz selects only the areas this work needs and marks the required permissions in each one. Deniz then gives the role to site supervisor Emre. Emre can now work in his own areas, and the areas that are closed to him do not appear.

Who uses it

• Owner: Defines all roles and permissions, appoints admins, creates custom roles and controls the most critical permissions.
• Admin: Manages the team’s day-to-day permission setup, defines custom roles and assigns roles to members.
• Member: Does not manage roles; works within the areas defined by their assigned role.

Small teams usually work with only the Owner, Admin and Member roles. Growing teams with different responsibilities set up a finer structure with custom roles.

Step by step

1. Open the Roles section. Go to Organization Settings → Roles. Built-in roles (Owner, Admin, Member) and any custom roles you created are listed here.
2. Create a new role. Click “Create Role” and give it a clear name, such as “Field Supervisor”.
3. Choose the permissions. Mark the areas this role can see. In each area, choose whether it can view, create, edit or delete. Grant only what is needed.
4. Assign the role to members. From the Users section, give the role to the right people. From the moment they join, they work with the permissions of that role.
5. Update it over time. When responsibilities change, edit the role’s permissions. The change immediately affects everyone who holds the role.
6. Remove unused roles. Delete custom roles you no longer use. Built-in roles (Owner, Admin, Member) cannot be deleted.

Process flow

flowchart TD
    B{Are the built-in roles enough?} -- Yes --> C[Assign Owner Admin or Member]
    B -- No --> D[Create a new custom role]
    D --> E[Choose areas and permissions]
    E --> F[Save the role]
    C --> G[Assign the role to a member]
    F --> G
    G --> H{Did responsibilities change?}
    H -- Yes --> E
    H -- No --> I[Member works with the role permissions]

Frequently asked questions

What is the difference between Owner, Admin and Member? The Owner can do everything and manages the organization, including deleting it. The Admin has broad permissions such as inviting members, creating projects and editing settings, but the most critical actions stay with the Owner. The Member works on the tasks assigned to them.

What is the difference between a custom role and a built-in role? Built-in roles exist in every organization and cannot be deleted. Custom roles are ones you define, with only the permissions you select.

Can I give someone more than one role? Permissions are given through roles. The best approach is to create one role that fully covers the person’s responsibility, and add all the permissions they need to that role.

What happens when I change a role’s permissions? The change immediately affects everyone who holds that role. If you remove a permission, those people can no longer see that area. If you add one, access opens right away.

What happens to people in a custom role if I delete it? Before you delete the role, give the people in it a new role. That way no one is left without permissions.

Why should I limit access instead of giving everyone broad permissions? Giving everyone only what they need reduces accidental changes. It also makes each person’s responsibility clear.