Roles and permissions
Owner, Admin, Member and the special roles: who sees what and who can change what.
Everyone on your team has a role, and the role decides what they see and what they can touch. There are three base roles, and each person has exactly one:
- Owner — full control. Sees the whole operation and is the only one who changes roles and configures the team's permissions.
- Admin — runs the day to day: team, catalogue, customers, agents, channels. Doesn't change roles or get into the policies.
- Member — works their own opportunities and customers, with a view focused on what's theirs. It's a sales rep's role: in the Team list they show up with the Seller badge when they receive opportunities.
On top of those there are three roles for people who don't sell:
- Operations (back office) — added to someone on the team, on top of their role. Handles what isn't a sale: changes, refunds, support. It adds the catalogue with editing, the Offer Link, Ads, Google Business and Closed sales.
- Marketing — operates Ads, Campaigns, the Offer Link, the Catalogue and Google Business. Doesn't see customers or conversations, and doesn't get opportunities assigned. You decide whether the campaigns they build go out on their own or your team approves them.
- Developer — for whoever integrates your business through the API. Gets into Developers and, if you enable it, the Catalogue and the Offer Link. Doesn't see customers, opportunities or conversations.
Partners are invited separately, from their own section.
Roles depend on your plan. You can add your whole team, with no limit on people, on any plan. What changes is which role you can give them: on the free plan everyone works with Owner permissions, Member comes in with a paid plan, and Admin and Operations come in on Pro. The amounts are in Plans.
Adding someone to Operations
Whoever loads sales into your management system, does the check-ins or hands out the vouchers doesn't need to receive opportunities. You invite them from Team like anyone else on the team and, once they accept, the Owner sets them up in two steps:
Give them the Operations role
In Team, open the person's ⋮ menu and tick Operations (back office). It's added to their Member role, it doesn't replace it.
Keep opportunities from reaching them
Tap their roles, the badge that still says Seller, and turn off Automatic assignment and Direct assignment. Turn on Operations if they'll also handle what isn't a sale: changes, refunds, support.
From then on, that person has Closed sales in their menu and gets an email with the sheet of every won sale, without connecting a WhatsApp. How each sheet is completed is in Opportunities.
While they're in the rotation, they get opportunities like any seller. Turning off the assignments doesn't move the ones they already had: change the Seller on each opportunity.
Who sees what
| Section | Owner | Admin | Member |
|---|---|---|---|
| Mission Control | The whole business, with Metrics and the weekly summary email | Their day and the Summary | Their day and the Summary |
| Opportunities | Full pipeline, metrics and the per-rep filter | Pipeline per the visibility settings, metrics and filter | Pipeline per the visibility settings. No metrics, no filter |
| Messages | Every conversation | Per the Customers visibility setting | Per the Customers visibility setting |
| Customers | All of them, with metrics, and can reassign the owner | Per the visibility settings, with metrics, and can reassign | Their assigned customers, plus any with no owner. No metrics |
| Catalogue | Create, edit and delete, with metrics | Create, edit and delete, with metrics | View only. No metrics |
| Agents | View, configure and turn on or off, with metrics | View and configure, with metrics | View only. No configuration, no metrics |
| Channels and Automations | Full access | Full access | No access |
| Team | Full access, with Metrics and role changes | Invites and manages. Doesn't change roles or see Metrics | No access |
| Closed sales | Yes | Yes | Only with Operations |
| Radar | Every connected number, from Channels | Every connected number, from Channels | The conversations of the number they operate, in Messages |
| Policies, Billing and Monthly close | Exclusive access | No access | No access |
Seeing the numbers and seeing the conversations are two different permissions. The list of connected numbers is business configuration, and the Owner and Admins see it from Channels. Which conversations each person sees comes from Customer visibility, like the rest of Messages. It's explained in Radar.
Where the table says "per the visibility settings" it means what the Owner set under Settings → Policies — it's explained in Policies.
Rules that apply to everyone
Regardless of role or configuration:
- Anyone can reactivate an opportunity that fell out of the funnel.
- Everyone sees the Pipeline and Out of funnel views. What changes is how many cards are inside.
- Customers with no owner are visible to the whole team, whatever the policies say.