Roles & Permissions
What are roles and permissions?
In FlowQi, every user has a role. That role is a bundle of permissions — the individual actions someone is allowed to perform, like creating a contact, viewing a project, or managing billing. Instead of setting access per person, you assign a role, and the role decides what they can and can’t do.
You might ask about access rights, authorizations, or who is allowed to do what — in FlowQi that is roles and permissions.
Where to find Roles & Permissions
Open the Admin Console from your avatar menu (click your profile picture in the top-right corner, then Admin Console) and go to Permissions in its sidebar. The page is titled Permissions and shows you all the roles in your account together with the access each one has.
The roles overview
On the left you’ll see the Default account roles list. Click a role to load its permissions on the right. FlowQi ships with these default roles:
| Role | Typical use |
|---|---|
| Super Admin | Owner-level access across the account |
| Team Admin | Manages a team and the data within it |
| User | A regular member working on their own data |
| Guest User | Limited, external-style access |
There is also a System Admin role used internally by FlowQi. It is not shown in your account’s roles list and is reserved.
Select any role to open its permission matrix — the full set of permissions, with a checkbox per permission showing whether that role has it. Super Admin effectively has full access across the account.
How permissions are organized
When you select a role, its permissions appear on the right, grouped in three levels:
- Module — the product area, such as CRM, Project Management, Time and Resource, Financial Management, Console, or User Profile.
- Category — a group within the module, such as contacts, organizations, projects, or tasks.
- Permission — a single action with a plain description, for example Create contacts or View all contacts.
Each permission shows as a checkbox with its description. A checked box means the role has that permission.
On this page the permission matrix is read-only — it shows you exactly what each role can do. Permissions are assigned to roles by FlowQi’s defaults; this overview is your reference for who has access to what.
Permissions in the Console area
Within a module, permissions are grouped by the thing they control. As an example, the Console module groups its permissions like this:
| Group | Example permissions |
|---|---|
| Settings | View tenant settings, Update tenant settings |
| Dashboard | View console dashboard |
| Permissions | View all available permissions, Assign permissions to users/roles |
| Roles | View all roles, Assign roles to users |
| Modules | View all available modules, Assign modules to users/teams |
| Users | View all users in tenant, Update any user, Delete any user, Invite new users to tenant |
| Teams | View all teams in tenant, Create new teams, Update any team, Delete any team, View team members, Add members to teams |
This list is representative, not exhaustive — other modules (CRM, Project Management, and so on) follow the same pattern with their own groups and permissions.
Permission scopes: all, team, or own
Many permissions come in three scopes, so the same action can be limited to a different set of records:
| Scope | Meaning |
|---|---|
| All | The action applies to every record in the account (e.g. View all contacts) |
| Team | The action is limited to records belonging to the user’s team (e.g. View team contacts) |
| Own | The action is limited to records the user owns (e.g. View own contacts) |
For most data types there are separate create, view, update, and delete permissions, each available at the all, team, or own level.
What the default roles can do
The defaults follow this pattern across modules:
- Super Admin — full all-scope access: create, view, update, and delete across the account.
- Team Admin — team-scope access: works with the data of their own team.
- User — own-scope access: works with the data they own.
- Guest User — the most limited access.
So for example, with contacts: a Super Admin can view and edit every contact, a Team Admin sees the team’s contacts, and a User sees only their own.
How a role is assigned to a user
A user gets a role when they’re added to your account, and you can change it later:
- When inviting — on the Users page, click Create New User. Besides first name, last name, and email, you pick a Role (and optionally a Team ), then click Invite New User.
- Later — open a user from the Users list and change their Role under their settings.
Each user has one role per account, and that role determines everything they can access.
What happens when you lack a permission
Permissions are enforced everywhere in FlowQi. If your role doesn’t include a permission:
- The matching button or menu item may be hidden (for example + New contact if you can’t create contacts).
- An action you try to perform is blocked, and you may land on a no permission page.
If you’re missing access you expect to have, ask your administrator to check your role.
Not sure why someone can or can’t do something? Open Admin Console → Permissions, select their role, and read the permission descriptions for the module in question.