A role is a set of ticks. Open one from the Roles tab and the editor lays every permission out in groups, with a Save at the foot. A member holds exactly what their role holds, and nothing combines or inherits: two roles are never added together, because a member has one.
Open rolesView, and view all
Two areas draw a line between seeing the screen and seeing everything on it. View contacts and View enquiries and bookings open the surface. The matching View all key decides how much of it is populated.
Without View all enquiries and bookings, a member sees the enquiries and bookings they are assigned to, and nothing else. Without View all contacts, they see contacts reached by that assigned work, plus the contacts they created themselves. Give them enquiry visibility across the board but not contacts, and every contact attached to any job comes into view instead.
The editor prints these notes beside the two keys, so the choice is visible while you are making it.
Out of scope reads as absent
Scope is merged into the query, not checked afterwards. A record outside a member's scope answers as if it never existed, rather than as a locked door with a name on it.
Permissions that need other permissions
Three keys refuse to stand alone.
- View analytics and reports needs View enquiries and bookings, View all enquiries and bookings and View invoices and payments. Reports total up every job and every payment, so a role that could see the total without being able to open what made it up would be reading numbers it cannot check.
- Manage branding needs View branding.
- Delete enquiries and bookings needs Edit, move and close enquiries and bookings. Deleting a record outright is strictly more than editing it, so a role that could erase a job it may not touch would make no sense.
The editor locks both directions. A dependent cannot be ticked until its prerequisites are, and the checkbox explains what it needs. A prerequisite cannot be unticked while something still depends on it, and that checkbox says what is holding it. The API enforces the same rule, so nothing gets in by another door.
Every permission
| Permission | Key |
|---|---|
| Connect and use your own email | email.connect |
| View and send team emails | email.use_team |
Contacts
| Permission | Key |
|---|---|
| View contacts | contacts.view |
| View all contacts | contacts.view_all |
| Create contacts | contacts.create |
| Edit contacts and notes | contacts.edit |
| Delete contacts | contacts.delete |
| Merge duplicate contacts | contacts.merge |
| Manage custom contact fields | contact_fields.manage |
Enquiries and bookings
| Permission | Key |
|---|---|
| View enquiries and bookings | pipeline_items.view |
| View all enquiries and bookings | pipeline_items.view_all |
| Create enquiries and bookings | pipeline_items.create |
| Assign members to enquiries and bookings | pipeline_items.assign |
| Edit, move and close enquiries and bookings | pipeline_items.edit |
| Delete enquiries and bookings | pipeline_items.delete |
| Manage pipeline stages and automations | pipelines.manage |
| Manage custom fields for enquiries and bookings | pipeline_fields.manage |
| Send messages to clients through the portal | client_messages.send |
| Rotate and revoke client portal links | portal_access.manage |
| View run sheets | run_sheets.view |
| Edit run sheets | run_sheets.manage |
Calendar
| Permission | Key |
|---|---|
| Manage anyone's unavailability | calendar.busy.manage_all |
| Manage calendar settings | calendar_settings.manage |
| Manage members' calendar feeds | calendar_feeds.manage_all |
Quotes and packages
| Permission | Key |
|---|---|
| View quotes | quotes.view |
| Edit and send quotes | quotes.manage |
| View packages | packages.view |
| Manage packages | packages.manage |
Payments
| Permission | Key |
|---|---|
| View invoices and payments | payments.view |
| Create, edit, issue and void invoices | payments.manage_invoices |
| Record manual payments | payments.record |
| Void payments | payments.void |
| Manage payment settings | payment_settings.manage |
| Manage the Stripe connection | stripe.manage |
Analytics and reporting
| Permission | Key |
|---|---|
| View analytics and reports | reporting.view |
Contracts
| Permission | Key |
|---|---|
| View contracts | contracts.view |
| Send and retry contracts | contracts.manage |
| Manage contract templates | contract_templates.manage |
Questionnaires
| Permission | Key |
|---|---|
| View questionnaires | questionnaires.view |
| Send, edit and answer questionnaires | questionnaires.manage |
| Manage questionnaire templates | questionnaire_templates.manage |
Integrations
| Permission | Key |
|---|---|
| Manage accounting integrations | accounting_integrations.manage |
| Manage outbound webhooks | webhooks.manage |
| Manage API keys | api_keys.manage |
| Import data from other tools | imports.manage |
AI writing
| Permission | Key |
|---|---|
| Use the AI assistant | ai.use |
| Manage AI settings | ai_settings.manage |
Branding
| Permission | Key |
|---|---|
| View branding | branding.view |
| Manage branding | branding.manage |
Organisation
| Permission | Key |
|---|---|
| Manage the contact form | form.manage |
| Edit and delete other members' notes | activities.moderate |
| Manage automations | automations.manage |
| Export organisation data | organization.export |
| Manage organisation settings | organization.settings.manage |
| Manage customer communication defaults | communications.manage |
| Manage members | members.manage |
| Invite members | invitations.manage |
| Manage roles | roles.manage |
The three roles you start with
Owner holds everything, permanently and by definition. It stores no keys at all: the flag on the role bypasses each check, which is why an owner picks up new permissions the day they ship. It cannot be renamed, re-permissioned or deleted.
Admin is seeded with every key in the table above, but it is a normal role. Untick something and it is gone.
Member is seeded for the work rather than the settings: viewing, creating and editing contacts, the same for enquiries and bookings, viewing and editing run sheets, viewing and sending quotes, viewing invoices and payments, viewing contracts, viewing and sending questionnaires, the AI writing assistant, and viewing branding. Neither View all key is included, so a new member starts on their own assigned work.
See Team and roles for creating a role and moving people onto it.