Roles and Permissions

The roles

Every person in a workspace has one of five roles. You pick the role when you invite someone, and an admin can change it at any time.

• Admin — full access, including deleting records, exporting data and managing the team.
• Manager — can read, create, edit and export, but cannot delete. Manager unlocks manager-level views such as the firm-wide operations dashboard.
• Operator — can read, create and edit everyday records. Cannot delete or export.
• Member — the default for new invites. It behaves exactly like Operator.
• Viewer — read-only. Cannot create, edit, delete or export.

Who can change roles

Only admins. Managers and operators can see the Team list but not change it. Specific admin-only actions include inviting members, changing a member’s role, removing or reactivating a member, running the "Full Archive" data export, and viewing the Audit Log.

Change someone’s role

• Go to Settings and find the "Team" card.
• Next to the person, open the role dropdown (Member, Operator, Viewer, Manager, Admin) and pick the new role.
• A "Member updated" message confirms the change. Role changes reach someone who is already signed in on their next session refresh, so ask them to reload or sign in again if it does not show straight away.

Removing and reactivating people

"Remove" on the Team card does not delete the person. It marks them inactive so they can no longer get in, and the button changes to "Reactivate" so you can undo it. Their past work stays attached to their name.

Safety guards

• You cannot demote or deactivate yourself ("You can’t remove your own admin access or deactivate yourself").
• You cannot remove the last active admin ("This is the last active admin — promote someone else first").
• The permissions are enforced by the server on every request, not just by hiding buttons. A person who calls a page or endpoint they are not allowed to use gets a permission error.

Fine-tuning access

The roles above are defaults. For finer control, admins on the Growth plan or higher can build custom roles (Settings → Roles) with Read, Write and Delete switches per module, then assign one to a person. Admins can also adjust the standard role matrices under System → Permissions.

Seat limits

The Starter plan is limited to 10 team members. When the limit is reached, new invites are blocked until you upgrade to Growth under Billing.