Roles and permissions
Choose a role for someone, or find out why a control is missing. Roles are nested: Viewer < Editor < Admin < Owner. The server enforces them; hiding a control in the interface is not the only protection.
Some pages also depend on company settings. Overview access, for example, defaults to Owners and Admins. People without access don't see the link and cannot open the page directly.
Compare the roles
| Capability | Viewer | Editor | Admin | Owner |
|---|---|---|---|---|
| See the schedule | Yes | Yes | Yes | Yes |
| Create and edit scheduling data | — | Yes | Yes | Yes |
| Change ordinary company settings | — | Yes | Yes | Yes |
| See time-off notes | — | — | Yes | Yes |
| See private client/project real names | — | — | — | Yes |
| List members and manage invites | — | — | Yes | Yes |
| Disable or Enable Access; archive or restore a member | — | — | Yes | Yes |
| Export the schedule | Code names | Code names | Code names | Real names |
| Import, delete the company, transfer ownership | — | — | — | Yes |
Each company has exactly one Owner. Nobody becomes Owner through an invitation or a role change, only through an ownership transfer. An Admin can invite, remove, disable or change the role of any other member except the Owner. Nobody, not even the Owner, can disable or archive the Owner or themselves.
Team & access lists members by role, Owner first. Disabled, archived and removed people move to the collapsed No longer active table beneath. Change a member's role or schedule row covers each action. If a company has no Owner at all, follow A company has no Owner.
Tell sign-ins, members and people apart
Three separate things can look like a person in the interface:
- A sign-in identity: the email and password, or company login, someone uses to reach CapacityLens. One identity can belong to several companies.
- A member: that identity's role in one company, created by inviting them.
- A person on the schedule: a row that can receive bookings and time off.
Adding a person doesn't give them a sign-in, and inviting a member doesn't put them on the schedule. Freelancers and contractors can be scheduled without ever getting a sign-in.
Hand the company to someone else
Ownership moves in three steps: the Owner nominates an active Admin, the Admin agrees, and the Owner confirms. Nothing changes until all three happen. Transfer ownership has the procedure and recovery steps.
Take a role-based tour
Anyone can start the tour for their role from Help in the left menu, even after Getting started is dismissed. Owners, Admins and Editors can also select Show me around on the Getting started card; Viewers don't see that card. The tour opens Schedule first and continues through the guidance for lower roles:
| Role | Stops |
|---|---|
| Owner | Eight |
| Admin | Seven |
| Editor | Five, ending with the two Viewer stops |
| Viewer | Two, read-only |
On an installed server, the Admin tour includes a stop about example data; the demo leaves it out. The tour is unavailable while permissions are being checked or can't be confirmed, and while you are viewing a read-only offline snapshot.
View the company as a member
An Owner or Admin can see what another active member sees without changing their role. In Team & access, select the eye button on the member's row and confirm. A red bar reading Masquerading as name stays visible throughout.
You see the company with that member's role and redactions, but you cannot change anything; the server blocks every change. It never applies to another company. An Admin who views the company as the Owner sees what the Owner sees, including real names.
Select End now to return to your own view. Switching company, signing out, a revoked or expired session, a disabled membership on either side, or a server restart also ends it. The server keeps a record of when it starts and ends.
Check what exports and offline snapshots contain
An export hides the same things as the screen. Only an Owner's export holds real names:
| What the export contains | Viewer / Editor | Admin | Owner |
|---|---|---|---|
| Archived and deleted rows | Left out | Included | Included |
| Private client/project names | Code names | Code names | Real names |
Offline access always behaves like Viewer access: while a cached snapshot is open, nobody can create, edit, delete, import or change membership. A snapshot holds what that person could see when last online, so an Owner's snapshot may contain real private names. Protect the Owner's device accordingly.
Next: Invite teammates — give someone the role you chose.