Admin and billing
Roles and Permissions
Your organization role determines which Waveline settings you can manage. Every teammate has one organization role: Member, Admin, or Owner. Their role within each inbox separately determines whether they can view it, communicate from it, or configure it.
Organization roles and inbox roles are different
An inbox Viewer has read-only access, a Member can answer and reply, and a Manager can also configure that inbox. An organization role can provide additional management access, but does not automatically make someone a working participant or make their devices ring.
See Inbox Participants for inbox roles and Default Ring Order for ringing.
Where to find roles
In the web app, open Settings → Team. Use Search people… to find the teammate, select their member row, and scroll to Access.
Only an organization Owner can change an existing teammate's organization role. The Team table includes both members and invitations; open the member's profile when changing someone who has already joined. See Invite Your Team for invitation roles.
Understand each role
| Role | What they can do | When to use it |
|---|---|---|
| Member | Use their personal inbox and shared inboxes according to their inbox roles. Viewer access is read-only; Member or Manager access allows working from a shared inbox. | Use for teammates who do not need organization-wide administration. |
| Admin | Manage team administration and shared inboxes, plus the personal inboxes of organization Members. Their organization role alone does not grant access to an Owner's or another Admin's personal inbox. | Use for trusted teammates who configure Waveline and support the team without managing billing or changing organization roles. |
| Owner | Manage every inbox, change organization roles, manage billing and the subscription, and request account deletion. | Use for people responsible for the organization and its billing. |
Assign Owner access carefully
Owners have access to billing and actions that affect the entire Waveline organization. Only assign this role to someone who should have full control.
Who can assign each role?
Only an Owner can change an existing teammate's organization role to Member, Admin, or Owner. The organization must always retain at least one Owner.
Change a teammate's role
- Sign in as an organization Owner and open Settings → Team in the web app.
- Find the teammate using Search people… in the Team table.
- Select the teammate to open their profile.
- Scroll to Access.
- Select Member, Admin, or Owner.
- Select Save changes.
The selected role is not applied until you save the profile.
What happens after changing a role?
A role change is applied when you select Save changes and Waveline confirms the update. If the teammate still sees the previous role or cannot use newly granted access, ask them to sign out and sign back in.
Review their inbox roles separately if they need to answer calls, send messages, or configure a particular inbox. See Organization roles and personal inboxes before changing access to a teammate's personal line.
Choosing the right role
Start most teammates as Members. This gives them the access needed to work from their assigned inboxes without giving them control over organization-wide settings.
Use Admin for trusted teammates who need to manage the team, inboxes, routing, or settings. Reserve Owner for people who also need responsibility for billing and account-level decisions.
Common questions
I cannot open Settings → Team
Only Owners and Admins can open Team settings. Ask an Owner or Admin for help managing the team; ask an Owner if your organization role needs to change.
Owner is not available as a role option
Only an existing Owner can assign Owner access or make any other change to an existing teammate's organization role. Ask an Owner to make the change.
I am an Admin and a role change is rejected
Only organization Owners can change existing teammates' organization roles, even if role controls are visible to you. Ask an Owner to open the teammate's profile and save the change.
I cannot change the last Owner to another role
The organization must retain at least one Owner. Have an Owner assign that role to another appropriate teammate before changing the current Owner's role.
The new role is not showing yet
Confirm that an Owner selected Save changes and that Waveline reported a successful update. Ask the teammate to sign out and sign back in if the previous role remains visible. If the update was rejected, follow the message shown rather than assuming the selection was saved.
The teammate has the correct role but cannot work from an inbox
Check the person's role in that inbox. Viewer access allows reading, while Member or Manager access allows answering and replying. An organization role alone does not make someone a working participant. See Inbox Participants.