Roles & Permissions

Understanding what each role can do in ResponderOne.

Every department starts with two built-in roles — Member and Admin — and can add any number of custom roles with hand-picked permissions.

Built-in Roles

Feature	Member	Admin
View published resources	Yes	Yes
Use mobile app	Yes	Yes
Manage resources	No	Yes
Publish resource changes	No	Yes
Manage documents	No	Yes
Invite team members	No	Yes
Manage existing members	No	Yes
Change member roles	No	Yes
Remove members	No	Yes
Edit department settings (name & logo)	No	Yes
Create and manage roles	No	Yes

The built-in roles can't be renamed or deleted, but their permissions can be adjusted.

Member

Members are the standard view-only users in your department. This role is appropriate for:

• Field personnel who need to access protocols
• Staff who only need to view resources
• Anyone who doesn't need to edit content

Members can:

• View all published resources, documents, and pages
• Access the mobile app with offline support

Members cannot:

• Edit or publish resources
• Invite or manage other members
• Change department settings

When members sign in to the web portal, they land on the Resources view — the management screens stay hidden.

Admin

Admins have full access to every feature. This role is appropriate for:

• Department leadership
• Training officers
• IT/technology staff
• Anyone responsible for maintaining content

Custom Roles

If the two built-in roles aren't enough — say you want training officers who can edit resources but not publish them — create a custom role:

1. Navigate to Roles under the Entity Management section of the sidebar
2. Click Create Role
3. Give it a name, pick a color and icon, and select its permissions
4. Click Create Role to save

Permissions are granular — separate keys cover viewing, creating, editing, publishing, and deleting across Resources, Documents, Members, Roles, Settings, and Pages. A few things to know:

• Dependencies are handled for you. Granting an edit permission automatically includes the matching view permission; the editor locks it and shows why
• You can only grant permissions you hold yourself — no one can create a role more powerful than their own
• Duplicate an existing role from its ⋯ menu to use it as a starting point
• A role can't be deleted while members or pending invitations still use it — reassign them first. Deleting is confirmed and can be undone from the toast
• Your department always keeps at least one role that can manage roles — ResponderOne blocks changes that would remove the last one

Choosing the Right Role

Make someone an Admin if they need to:

• Update protocols and resources regularly
• Manage who has access to the department
• Configure settings

Keep someone as a Member if they:

• Only need to read/view content
• Shouldn't have edit access
• Are field staff using the mobile app

Create a custom role when:

• Someone needs a specific slice of access — like editing resources without publishing, or managing documents only

tip

Start with fewer administrators. You can always promote members later if needed.