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Updated Aug 4, 2026

Roles & Permissions

What you'll learn
  • How custom roles let you control what your team can do, beyond the basic owner/member split
  • How to create roles and grant them feature capabilities
  • How to assign roles to team members
  • How to restrict a custom type's records to specific roles

AutoTalk lets the company owner define their own roles — much like roles on a Discord server — and use them to control two things:

  1. Feature capabilities — which areas of the app a role can manage (team, billing, channels, data export).
  2. Custom-type access — which roles can read, create, update, or delete the records of each custom type.

The owner always has full access and bypasses every restriction.

Opening the roles pages​

In the sidebar, expand Company → Team. The roles tools are owner-only and split across three separate pages:

PageWhat it does
RolesCreate and edit roles, set their capabilities, color, and hierarchy
MembersAssign roles to each team member
Type accessChoose which roles can act on each custom type's records

The Team group also holds Employees — invite links and your team list.

The two built-in roles​

Every company starts with two system roles that can't be renamed or deleted:

  • Owner — full, unrestricted access to everything. The user who created the company has this role.
  • @members — automatically given to every team member. It grants no special capabilities on its own; it's the baseline everyone shares.

Roles page — creating a role​

  1. Open the Roles page and click New role.
  2. Give the role a name (for example, Support or Finance) and pick a color — the color is used for the role's chip throughout the app.
  3. Turn on the capabilities you want this role to grant (see below).
  4. Click Save.

Custom roles also have a position that sets their hierarchy — higher roles sit above lower ones in the list. You can drag roles to reorder them.

Capabilities​

Capabilities are feature-level permissions. A team member gains a capability if any role they hold grants it. The available capabilities are:

CapabilityGrants access to
Manage teamInvites and company collaborators
Manage billingBudget, credits, and subscriptions
Manage channels & integrationsMeta, WhatsApp, and other OAuth integrations
Export dataData transfer and export
Run onboardingNew-member onboarding flows
Debug assistantsAI assistant debug tools
note

The owner role shows Full access instead of individual toggles — it already includes every capability. The @members role intentionally has no capabilities; grant abilities by creating custom roles. Deleting the company is always owner-only and can never be delegated to a role.

Members page — assigning roles​

Open the Members page to see everyone in your company. Each member shows the roles they currently hold.

  1. Find the member you want to change.
  2. Click Edit roles and toggle the roles to assign or remove them.
  3. Changes take effect immediately — there's no need for the member to log out and back in.

Every member always keeps the @members role, and the owner always has full access regardless of role assignments.

Type access page — restricting custom-type records​

By default, a custom type's records are visible to everyone in the company. The Type access page lets you lock a type's records down to specific roles, per action.

For each custom type you can choose which roles may:

  • Read — view the records
  • Create — add new records
  • Update — edit existing records
  • Delete — remove records

To grant a role access, click + Role under the relevant action and pick the role. A member is allowed an action if any of their roles is listed for that action.

tip

Leave an action with no roles to make it owner-only — only the owner will be able to perform it. The owner always has full access to every type, so it never needs to be added explicitly.

Example: a read-only "Support" role​

  1. In Roles, create a Support role (no capabilities needed for this).
  2. In Members, assign Support to the relevant team members.
  3. In Type access, find your custom type and add Support to Read only — leave Create, Update, and Delete empty (owner-only).

Support members can now view that type's records but can't change them.

How access is decided​

When a team member tries to do something, AutoTalk checks:

  1. Is the member the owner? If so, allow it — owners bypass everything.
  2. Feature actions (managing team, billing) are allowed if any of the member's roles grants the matching capability.
  3. Custom-type records are allowed if any of the member's roles is listed for that action on the type, otherwise the action is denied.

Roles are resolved on every request, so adding or removing a role takes effect right away.

Deleting a role​

Open a custom role and click Delete role. If the role is still assigned to members or used in a type's access list, AutoTalk warns you first. Deleting a role removes it from every member and from every custom type's access — those members lose whatever that role granted. The Owner and @members system roles can't be deleted.

Next steps​

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