Roles and permissions
A role decides what a person can see and do in an app. Every app has three built-in roles, and the Business plan adds custom roles.
Where roles are managed
Open the Tools tab, choose Team & Access, then the Roles & Permissions tab. Owners and admins can change roles.
The built-in roles
- Owner: full access to everything. It cannot be restricted. An app has one owner, and ownership can be transferred to another member.
- Admin: can manage the team, settings and all operations.
- Member: standard access for day-to-day work. It is the default role for people you invite, and you can adjust what it includes.
What a role controls
Select a role to edit it. Its access is split into sections:
- App: which of your pages the role can open.
- Tools: which built-in tools appear in the Tools tab for this role. With everything off, the tab is hidden.
- Chat & AI: AI Chat, AI Builder, managing app connections, and access to Docs, Team Chat and AI Agents.
- Data: what the role can do in each table.
By default a member can chat with the AI assistant but cannot build with it. Turn on AI Builder for a role if those people should be able to change the app.
Table access
Under Data you can restrict a table for a role. A table with no restrictions gives the role full access. When you add restrictions you can set:
- Can View and Can Create.
- Can Edit and Can Delete: all records, or the person's own records only.
- Read-Only Columns: fields the role can see but not change.
- A filter, so the role sees only matching records, such as records assigned to the current user.
Say you run a cleaning company. You could let crew members view all jobs, edit only their own, and never see the Payroll table.
Custom roles
On the Business plan you can add your own roles, such as Warehouse Manager or Dispatcher. Click Add role, give it a name and a description, then choose its pages, tools, chat and AI features and table access. On other plans you work with Owner, Admin and Member.
Check your work
Access rules are easy to get wrong. After changing a role, sign in as someone with that role, or ask them to confirm what they can see.