User Permissions
Permissions control which features a user can reach. This page is the canonical list — every permission CheckFlow has, and exactly what each one grants.
Other pages describe how permissions apply to a particular area — the Library layers folder permissions on top, Template Permissions and Checklist Permissions narrow access to individual items. None of them restates this list. If you find a permission described somewhere else, this page wins.
Roles Come First
A permission is not a role, and the two are set in different columns of the same screen.
| What it is | Who has it | |
|---|---|---|
| Role | The baseline level of access. Every user has exactly one. | Administrator, Member or Guest |
| Permission | A named Area.Capability flag granted on top of the Member role. | Members only |
- Administrators have full access to every feature. Their permissions cannot be edited, and they hold every permission implicitly.
- Members have the access their permissions allow. All permissions are enabled by default for a new Member.
- Guests have a fixed, limited level of access — their own dashboard and the tasks they are directly assigned to. They cannot be granted permissions.
There is no such thing as a "Creator role" or a "Viewer role". See Roles & Permissions for how roles are assigned.
Available Permissions
| Permission | What it grants |
|---|---|
| AI.User | Using CheckFlow's AI features, such as building a template with the AI template generator, while Allow AI features is on for the team. Building a template also needs Template.Creator. It has nothing to do with connecting an AI assistant through the MCP server, which depends on the API key instead. |
| Analytics.Viewer | Access to the Analytics screen. |
| Article.Creator | Creating, editing and deleting articles in the Library, and the New Article button there. A Member can delete only the articles they created. Grants no Library access on its own: the user also needs Library.Creator or Library.Viewer, and Edit on the folder — or Library.Creator for an article in no folder. |
| Checklist.Creator | Creating (running) checklists. Which checklists can be created is narrowed by Checklist Permissions. |
| Checklist.Menu | Access to the menu inside an open checklist — renaming, sharing, marking the checklist complete, and similar actions. |
| Library.Creator | Access to the Library; creating and managing folders; adding, editing and deleting items in folders where the user has Edit — except articles, which need Article.Creator. Narrowed by folder permissions. |
| Library.FileUploader | Uploading files to the Library, and editing tags on files the user uploaded. |
| Library.Viewer | Read-only access to the Library. The user can view and download but change nothing. |
| Report.Creator | Sharing a saved report view with the team or with specific users and groups. It does not control access to Reports, which every Administrator and Member has, and it does not control creating a view — see Custom Report Views. |
| Schedule.Creator | Access to the Scheduling screen, and creating, editing and deleting schedules. |
| Schedule.Viewer | Read-only access to the Scheduling screen. |
| Task.Attacher | Attaching a task to a checklist, moving it to another checklist, and detaching it again. Without it the attach controls are not drawn: no + button beside Attached Tasks on a checklist, and no Attach Task to an Existing Checklist switch in the task dialog. It needs Task.Creator alongside it, which is what gives the user a task to attach. |
| Task.Creator | Creating standalone tasks, and editing and deleting the ones the user created. Attaching one to a checklist is granted separately, by Task.Attacher. The Task entry it adds sits under the + button, which also needs Checklist.Creator, Template.Creator or Schedule.Creator to appear at all. |
| Tasks.View.Creator | Sharing a saved Tasks grid view with the team or with specific users and groups. It does not control access to the Tasks grid, which every Administrator and Member has, and it does not control creating a private view. |
| Template.Creator | Creating, editing and archiving templates, and access to the Templates screen. Narrowed by Template Permissions. |
| Template.Viewer | Read-only access to templates and the Templates screen. |
Several permissions are not sufficient on their own. Article.Creator needs a Library permission alongside it, Task.Creator needs one of the other creator permissions before the + button appears, Task.Attacher does nothing for a user who cannot raise a task in the first place, and Report.Creator does nothing for a user who cannot reach Reports. Where a permission has a prerequisite, the table says so.
How to Set User Permissions
You must be an Administrator to change permissions.
- Open the Members tab of Team Management.
- Find the user in the list. Their permissions are shown in the Permissions column.
- Click the control and tick the permissions you want the user to have.
- Close the dropdown. The permissions are saved as it closes, and every other Administrator is notified.
An Administrator has Full access to everything in place of the control, and a Guest has Limited access; guests are free: their permissions are fixed. The control is disabled for a user marked inactive.
A permission change takes effect the next time the user's token is refreshed, not immediately. To apply it straight away, ask the user to log out and back in.
Related Pages
- Roles & Permissions — assigning the Administrator, Member and Guest roles these permissions sit on top of.
- Template Permissions — restricting who can edit and run an individual template.
- Checklist Permissions — restricting who can create a checklist from a template.
- Library Roles and Permissions — how folder permissions combine with the Library permissions above.