Managing Roles

Admins can change team member roles to adjust permissions as your team evolves.

Understanding Roles

Member Role

Standard access for most team members:

• Create and edit documents
• Participate in sign-offs
• Add comments
• Cannot manage team or billing

Admin Role

Full access for team leaders:

• All Member permissions
• Invite/remove team members
• Change user roles
• Connect integrations
• Manage billing

Changing a User's Role

Step 1: Access Team Settings

1. Navigate to Dashboard > Settings
2. Find the Team Members section
3. Locate the user you want to modify

Step 2: Change the Role

1. Find the role dropdown or menu next to the user
2. Click the dropdown
3. Select the new role (Admin or Member)
4. Confirm the change

Step 3: Notification

• The user may receive a notification
• New permissions take effect immediately
• No action required from the user

When to Promote to Admin

Consider promoting to Admin when someone needs to:

• ✅ Invite new team members
• ✅ Remove departing team members
• ✅ Manage billing and subscriptions
• ✅ Set up integrations (like GitHub)
• ✅ Make organizational decisions

When to Demote to Member

Consider changing Admin to Member when:

• The person no longer needs admin privileges
• They've changed roles within the organization
• You're reducing the number of admins for security
• They requested fewer permissions

Minimum Admin Requirement

• Every organization must have at least one Admin
• You cannot demote the last Admin
• If the last Admin needs to leave, first promote someone else

Role Change Scenarios

New Team Lead

1. Person joins as Member
2. Later promoted to team lead position
3. Admin promotes them to Admin role
4. They can now manage the team

Temporary Admin Access

1. Person needs to set up GitHub integration
2. Admin promotes them temporarily
3. After setup, Admin demotes back to Member

Departing Manager

1. Current Admin is leaving
2. Another person is promoted to Admin first
3. Then the departing person can be removed or demoted

Permissions Matrix

Best Practices

Principle of Least Privilege

• Only grant Admin when necessary
• Default to Member role
• Regularly review who has Admin access

Multiple Admins

• Have at least 2 Admins
• Prevents lockout if one is unavailable
• Distributes responsibility

Document Role Changes

• Keep track of who has Admin access
• Note reasons for promotions
• Review quarterly

Communicate Changes

• Let users know when their role changes
• Explain new capabilities or limitations
• Provide training if needed

Troubleshooting

Can't Change Role

Check:

• You are logged in as Admin
• You're not trying to change your own role
• There will still be at least one Admin

Role Change Not Taking Effect

Try:

• Ask the user to sign out and back in
• Refresh the page
• Check if the change was saved

Need to Change Last Admin

1. Create a new user (even temporarily)
2. Promote them to Admin
3. Now you can demote the original Admin
4. Remove the temporary user if not needed