Skip to main content

Roles & Permissions

Every user has a role that sets their baseline level of access. Members can also be given individual permissions for finer control. Both are set on the Members tab of Team Management.

Roles​

RoleAccessBilled
AdministratorEverything, including Team Management, the team's members and billing. Holds every permission; permissions cannot be edited.Yes
MemberWhat their permissions allow. A new Member has every permission.Yes
GuestOnly the tasks they are assigned to. Cannot be given permissions.No — Guests are free

A Guest can:

  • Open and complete the tasks they are assigned to, and nothing else.
  • Be added to a group, and so receive work assigned to that group.
  • Add comments.

A Guest cannot use AI features or create templates.

Change a User's Role​

You must be an Administrator.

  1. Open the Members tab of Team Management.
  2. In the user's row, choose the new role from the Role dropdown.
  3. Read the confirmation, which says what the new role can do, and click Change role. To leave the role as it was, click Cancel.

The Role dropdown is disabled for a user marked inactive. Mark them active first.

What Changing a Role Does to Permissions​

  • To Member — the user is given every Member permission, whatever they had before. Remove any they should not have afterwards.
  • To Administrator — the user can do everything, so permissions no longer apply.
  • To Guest — the user loses every permission.
warning

Permissions belong to the person's login, not to the team. If someone is in more than one CheckFlow team, changing their role or permissions here changes their permissions in their other teams too.

Rules​

  • There must always be at least one active Administrator. Changing the last one to Member or Guest is refused.
  • You can change your own role while another active Administrator remains. As soon as you are no longer an Administrator you are taken to your home page and lose access to Team Management.

Member Permissions​

A Member's permissions are shown in the Permissions column of the Members tab, as their identifiers: AI.User, Template.Creator and so on. The column shows Full access to everything for an Administrator and Limited access; guests are free for a Guest.

To change a Member's permissions:

  1. Click the control in the Member's Permissions column.
  2. Tick the permissions they should have, and untick the rest.
  3. Close the dropdown. The change is saved as it closes.

For the full list and what each permission grants, see User Permissions.

Notifications​

When you change a user's role or permissions, every other Administrator receives an in-app notification. The user whose role or permissions changed is not notified.

Last updated on