Roles & Permissions

Every team member has a role that determines their baseline level of access. Members can additionally be granted individual permissions for finer control. Both are managed from the Team Management Users tab.

Roles

Every team member has one of three roles. The role is changed using the dropdown in the Role column of the Users list. Changes take effect immediately.

Administrator

Administrators have full, unrestricted access to every feature in CheckFlow, including team settings, billing, user management, and all templates and checklists. The Permissions dropdown does not apply to Administrators.

There must always be at least one active Administrator. You cannot change the last active Administrator's role away from Administrator.

note

If you change your own role away from Administrator you will be redirected to the Dashboard and will immediately lose access to the Team Management page.

Member

Members have access to the features their permissions allow. When a user is assigned the Member role, all permissions are enabled by default. Permissions can then be adjusted individually — see Member Permissions below.

Guest

Guests have a fixed, limited level of access and cannot be given additional permissions. The Guest role is intended for users who only need to view or complete tasks in checklists they have been given access to. Guest accounts are free and do not count toward your billable seat limit.

Member Permissions

When a user's role is set to Member, their permissions can be customised using the dropdown in the Permissions column. All permissions are enabled by default for new Members. Uncheck any permission to remove that access.

The Permissions dropdown is disabled for Administrator and Guest roles. It is only active for users with the Member role who have an active account.

For the full list of available permissions and exactly what each one grants, see User Permissions.

Notifications

When a user's role is changed, all other Administrators and the affected user receive an in-app notification. The Administrator who made the change is not notified of their own action.