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Roles, invites, and who can do what
Owner, admin, manager, and member are enforced in the database. Admins invite people from Team. Owner is not an assignable role.
Access is a role on the membership, stored on organizations/{orgId}/members/{uid} and copied onto the ID token. The UI hides screens you cannot use; the database refuses the write if you try anyway.
The four roles
| Role | Who it is | What they can do |
|---|---|---|
| Member | Staff | Dashboard (limited), Schedule (view), My shifts, Team (view), Time clock. No Ask Sofia, no timesheets, no Settings. |
| Manager | Shift lead / rosterer | Everything a member can, plus Ask Sofia, Timesheets, Auto-Fill, publish, Cover listing, approvals. |
| Admin | Venue operator | Everything a manager can, plus Settings, Add a workforce agent, Sofia voice settings, billing, invites. |
| Owner | The person who created the workspace | Same as admin in the product today. Not assignable — an admin cannot promote someone to owner from the invite form. |
The assignable roles on Create invite are member, manager, and admin.
Invite someone
- Open Team. Managers can work the people list; creating an invite is an admin action.
- Enter Email and pick Role.
- Click Create invite.
- Copy the invite link and send it yourself. Sofia does not email the link for you.
The recipient opens the link, signs in (or signs up) with that email, and lands in the workspace.
Link a worker to an account
A person on Team is an employee record (wage, positions, availability). A membership is a login. They meet when the invited user is linked to that employee — otherwise the worker cannot see My shifts as themselves, and Call Sofia cannot match a caller ID to a login.
When you add or edit a person, keep phone in E.164 if they will call Sofia, and make sure the invite email is the one they will sign in with.
Change a role later
Admins can reassign member / manager / admin on the membership. You cannot assign owner. You cannot use an invite to mint a second owner.
If someone leaves, deactivate the employee on Team so Auto-Fill stops proposing them. Revoking the login is a separate membership action.
What each screen requires
These are the gates in the app rail:
- Ask Sofia — manager and above
- Sofia (the line) — manager and above
- Add a workforce agent / Sofia settings — admin and above
- Timesheets — manager and above
- Settings — admin and above
Everyone with a membership can open Time clock and My shifts. A manager who is also on the roster uses the same staff flows.