User Roles and Their Permissions
This guide clarifies the permissions granted to each user role within OnceHub: Account Owner, Administrator, Team Manager, and Member. Each section details specific functionalities, summarized in easy to understand tables.
The Account Owner: Ultimate Control
Section titled “The Account Owner: Ultimate Control”The Account Owner holds the highest level of access and permissions in OnceHub. While possessing all Administrator capabilities, they also have exclusive rights:
- Account Deletion: Only the Account Owner can permanently delete the OnceHub account.
- Ownership Transfer: The Account Owner can transfer their role to another user within the account. Upon transfer, the previous Account Owner becomes an Administrator.
- Non-Transferable Role: No other user can transfer account ownership, ensuring the Account Owner maintains control until a formal transfer.
These privileges allow the Account Owner to maintain overall authority while delegating responsibilities for operational efficiency.
Subscription Management
Section titled “Subscription Management”Administrators have full access to manage and alter subscription plans, purchase seats, and add SMS credits, while Team Managers and Members can not make any changes.
| Role | Manage Subscriptions | Purchase Seats | Purchase SMS Credits |
|---|---|---|---|
| Administrator | Yes | Yes | Yes |
| Team Manager | No | No | No |
| Member | No | No | No |
Seats Management
Section titled “Seats Management”Seat management permissions control the allocation and removal of seats within the platform.
| Role | Assign Seats | Unassign Seats | Purchase Additional Seats |
|---|---|---|---|
| Administrator | Yes | Yes | Yes |
| Team Manager | Yes (team only) | Yes (team only) | No |
| Member | No | No | No |
Key Notes: Team Managers can manage seats for their team members only. Members cannot assign or manage seats.
User Management Permissions
Section titled “User Management Permissions”User management permissions encompass editing roles, assigning team managers, and transferring ownership, as detailed below.
| Role | View All Users | Edit User Roles | Assign Team Manager Role | Delete Users |
|---|---|---|---|---|
| Administrator | Yes | Yes | Yes | Yes |
| Team Manager | Only team members | No | No | No |
| Member | No | No | No | No |
Key Notes: Administrators manage roles, Team Managers handle teams, and Members have no user management permissions.
Contact Management Permissions
Section titled “Contact Management Permissions”Contact management permissions define the level of access users have to view, edit, and manage guest contact records within OnceHub.
| Role | View All Contacts | Edit or Manage Contact Details | Delete Contact |
|---|---|---|---|
| Administrator | Yes (all contacts across the account) | Yes | Yes |
| Team Manager | Yes (team only) | Yes (team only) | No |
| Member | Only contacts they own | Only contacts they own | No |
Integrations
Section titled “Integrations”Users can connect and manage integrations, but with varying levels of access based on their role.
| Role | Connect Integrations | Manage Settings | Disconnect Integrations |
|---|---|---|---|
| Administrator | Yes (own and account integrations) | Yes | Yes (own and account integrations) |
| Team Manager | Yes (own only) | Yes (team only) | Yes (own only) |
| Member | Yes (own only) | Yes (own only) | Yes (own only) |
Key Notes: Members can manage their personal integrations but cannot alter settings or disconnect integrations for others.
Booking Calendars Permissions
Section titled “Booking Calendars Permissions”Booking calendar permissions dictate who can create and manage calendars, including team-specific usage, as detailed below.
| Role | Create Calendars | Edit Calendars | Delete Calendars | Set Hosts |
|---|---|---|---|---|
| Administrator | Yes | Yes | Yes | Yes |
| Team Manager | Yes | Yes | Yes (team only) | Yes (team only) |
| Member | Yes | Yes (own only) | Yes (only own) | No |
Key Notes: Administrators have unrestricted access. Team Managers can work on calendars within their team, while Members are limited to their personal ones.
Chatbots Permissions
Section titled “Chatbots Permissions”Chatbot permissions determine which roles can create, edit, and publish bots.
| Role | Create Chatbots | Edit Chatbots | Publish Chatbots | Delete Chatbots |
|---|---|---|---|---|
| Administrator | Yes | Yes | Yes | Yes |
| Team Manager | Yes (team only) | Yes (team only) | Yes (team only) | Yes (team only) |
| Member | Only own | Only own | Only own | Only own |
Key Notes: Administrators need to give Team Managers and Members access to Chatbots to be able to work with them.
Routing Forms Permissions
Section titled “Routing Forms Permissions”Routing form permissions cover who can create, edit, and publish forms for user workflows.
| Role | Create Forms | Edit Forms (Team) | Publish Forms | Delete Forms |
|---|---|---|---|---|
| Administrator | Yes | Yes | Yes | Yes |
| Team Manager | Yes (team only) | Yes (team only) | Yes (team only) | Yes (team only) |
| Requires permission | Only own | Only own | Only own | Only own |
Key Notes: Administrators need to give Team Managers and Members access to Chatbots to be able to work with them.
Final Notes
Section titled “Final Notes”- Role-specific Functionality: Always consider team-specific roles when granting permissions. Team Managers control their teams, but cannot access areas outside of their scope.
- Support: For any adjustments or unique setup needs, reach out to your account administrator or technical support.
Phone Booking Recording Permissions
Section titled “Phone Booking Recording Permissions”A User’s role determines which Phone Call recordings in Activities they are able to access.
| Role | Playback Recording | Download Recording | View Transcript Summary |
|---|---|---|---|
| Administrator | All | All | All |
| Team Manager | Only own | Only own | Only own |
| Member | Only own | Only own | Only own |