Every person on your platform has a role. The role controls which pages and settings they can reach. This is separate from teams, which control which agents and student data they can see.
Roles and teams are separate
Two things determine what someone sees:
Their role determines which pages they can open, and whether they can edit or only view.
Their teams determine which agents, workflows, and student data fields appear to them.
A staff member on the Admissions team and a staff member on the Financial Aid team reach the same pages but see different agents. An admin and a staff member on the same team reach different pages.
The roles
Admin has access to everything, including the Permissions page, member management, account settings, integration credentials, and credit usage. Admins see all agents regardless of team.
Data manager has staff access plus the ability to view stored integration credentials.
Staff is the standard role. Staff work with the agents and student data on their teams, and can view but not change platform-level settings.
Tester has view-only access to agents on their teams. Testers cannot edit an agent's configuration or launch it, and cannot reach student records, the knowledge base, agent settings, Members, or Permissions.
Page access by role
Area | Admin | Data manager | Staff | Tester |
Agents and workflows on your teams | Full | Full | Full | View only |
Agent settings: Channels, Persona | Edit | Edit | Edit | No access |
Agent settings: integration credentials | Edit | Edit | Hidden | No access |
Integrations (main tab) | Edit | Edit | View only | No access |
Knowledge base | Full | Full | Full | No access |
Constituent records | Full | Full | Per team data access | No access |
Constituent properties | View, create and edit property groups | View, create and edit property groups | View only | No access |
Members | Edit | View only | View only | No access |
Permissions | Full | No access | No access | No access |
Personal settings | Yes | Yes | Yes | No access |
Notifications | Yes | Yes | Yes | No access |
Credit usage | Yes | No access | No access | No access |
Viewing and changing someone's role
Go to Members in the left sidebar.
Find the person in the list. Their role is shown next to their name.
Admins can change a role from this page. Other roles can view the list but not edit it.
đĄ Not sure which role someone needs? Start with staff. Move someone to admin only if they need to manage members, account settings, or integration credentials.
Before roles take effect
Have an admin review the Members list and confirm each person's role matches what they actually do. Anyone who manages platform configuration should be an admin. Anyone who only works with agents and student data can stay staff.
Related articles: Configuring platform permissions