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# Understanding Team Roles and Permissions

### Introduction

Every person in your organization has a role that decides which parts of the dashboard they can see and change. You can use a ready-made role, set access area by area, or save your own roles to reuse.

This article explains each role, the access levels, and what someone sees when they don't have access to an area.

### In this article

* [The Owner](#3-the-owner)
* [Ready-made roles](#3-ready-made-roles)
* [Access levels](#3-access-levels)
* [Custom access and saved roles](#3-custom-access-and-saved-roles)
* [When someone doesn't have access](#3-when-someone-doesnt-have-access)
* [Common questions](#3-common-questions)

### The Owner

The Owner is the person who created the organization. They can see and change everything, and a few things belong to the Owner alone:

* Buying, changing or cancelling plans and seats
* Creating, editing and deleting saved roles
* Giving someone Admin access or access to **User management**
* IOSS, under **Custom Clearance** in the sidebar

Nobody can edit, deactivate or remove the Owner. To change who owns an organization, [contact our support team](https://www.ship24.com/contact-us).

### Ready-made roles

When you [invite someone or edit their permissions](https://help.ship24.com/en/article/how-to-invite-and-manage-team-members-r7je9e/), the **Role** list offers three ready-made roles:

* **Admin.** Can do almost everything the Owner can, including billing, API keys and managing team members. Admins can see your plans but can't change them.
* **Member.** Can view and edit shipments, tracking pages, notifications, apps and API keys. No access to billing or team management.
* **Viewer.** Read-only across shipments, tracking pages, notifications, apps and analytics. No access to anything else.

Here's what each one gives, area by area:

| Area | Admin | Member | Viewer |
| --- | --- | --- | --- |
| Shipment Dashboard | View & edit | View & edit | View only |
| Tracking Pages (BTP) | View & edit | View & edit | View only |
| Delivery Notifications | View & edit | View & edit | View only |
| Apps | View & edit | View & edit | View only |
| Tracking Analytics | View only | View only | View only |
| API Keys & Integrations | View & edit | View & edit | No access |
| Subscriptions | View only | No access | No access |
| Invoices & Billing | Full access | No access | No access |
| Organization settings | View & edit | No access | No access |
| User management | Full access | No access | No access |

You can only give people access up to your own level. An Admin can invite and manage team members, but can't make someone else an Admin or give them access to **User management**.

### Access levels

Each area is set to one of these levels:

| Level | What it means |
| --- | --- |
| No access | The area is closed to them |
| View only | They can see it but can't change anything |
| View & edit | They can see it and make changes |
| Full access | The area is open to them. Used where there's nothing to split into view and edit |

**Full access** appears on two areas. On **Invoices & Billing** it lets someone see your invoices and open them. On **User management** it lets someone manage team members, since a view-only version of that page wouldn't be useful.

**Tracking Analytics** is always view only. People with access can still filter the figures and generate reports, there's just nothing to edit. **Subscriptions** goes no higher than **View only**, because only the Owner can change plans.

Two areas also decide who can use pages under **Organization**: **Organization settings** controls who can edit the [organization **Profile**](https://help.ship24.com/en/article/how-to-manage-your-organization-profile-and-audit-log-1uuf0up/), and **User management** controls who can see the [**Audit log**](https://help.ship24.com/en/article/how-to-manage-your-organization-profile-and-audit-log-1uuf0up/#3-use-the-audit-log).

### Custom access and saved roles

You don't have to stick to a ready-made role. Change any area in **Access by area** and the role switches to **Custom**, which applies to that one person.

![Edit permissions dialog with a role and access by area](https://storage.crisp.chat/users/helpdesk/website/-/b/0/5/d/b05de28401784000/team-permissions-editor-1_y9zc6j.png =1600x900)

If you're the Owner, you can save custom access as a role, so the next person gets the same access in one click:

1. With **Role** set to **Custom**, click **"Save these settings as a role"**.
2. Enter a **Title** (up to 64 characters) and, if you like, a **Description** (up to 160 characters).
3. Click **"Save"**. If you're inviting someone rather than editing their permissions, the role is saved when you click **"Send invitation"**.

![Saving custom access as a role](https://storage.crisp.chat/users/helpdesk/website/-/b/0/5/d/b05de28401784000/team-save-custom-role_13i8vte.png =1600x900)

You can also create a role without giving it to anyone yet. In the **Roles** section, below the member list on **Organization** > **Team members**, click **"New role"**, fill in the title, description and access by area, then click **"Create"**.

![Roles section on the Team members page](https://storage.crisp.chat/users/helpdesk/website/-/b/0/5/d/b05de28401784000/team-saved-roles-list_1v9xr3k.png =1600x900)

Saved roles appear in the **Role** list under your organization's roles, and anyone who can manage team members can give them to people. A few rules apply:

* You can save up to 5 roles. Once you reach 5, you can still give someone custom access, you just can't save it as a new role.
* You can only delete a role that nobody has, including pending invitations and deactivated members.
* Only the Owner can create, edit or delete saved roles.

|| Editing a saved role changes the access of everyone who has it, straight away.

### When someone doesn't have access

If a person opens an area they don't have access to, they see a screen telling them so, with a prompt to ask the organization's owner or an admin.

![Screen shown when a member doesn't have access to an area](https://storage.crisp.chat/users/helpdesk/website/-/b/0/5/d/b05de28401784000/team-no-access-screen_8mle7g.png =1600x900)

This is normal, not an error. It often happens straight after [switching organizations](https://help.ship24.com/en/article/how-to-join-and-switch-between-organizations-9y2nf9/), because each organization sets its own access for you.

### Common questions

###### Can I give someone access to just one area?

Yes. Pick the closest role, then change the areas you need in **Access by area**. Their role shows as **Custom**.

###### Why does someone's role show as Custom?

Their access was changed from a ready-made or saved role in at least one area.

###### When do changes take effect?

The next time the person does something in the dashboard. They don't need to sign out or sign in again.

### Next steps

* [How to Invite and Manage Team Members](https://help.ship24.com/en/article/how-to-invite-and-manage-team-members-r7je9e/)
* [How to Join and Switch Between Organizations](https://help.ship24.com/en/article/how-to-join-and-switch-between-organizations-9y2nf9/)
* [What Is Ship24 Team and How Does It Work](https://help.ship24.com/en/article/what-is-ship24-team-and-how-does-it-work-16299nr/)