Roles & Permissions

FTS uses a role-based access control system. Your role determines what actions you can perform: viewing cases, creating cases, reviewing, administering settings, etc.

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Role Overview

FTS has exactly three roles, arranged from least to most privilege:

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Permissions by Role

† Not your own case while the four-eyes setting is on, which is the default — see the Reviewer section below. ‡ Depends on the plan as well as the role. Added 06.08.2026: this table named the role as the only precondition. Measured against lib/plan-limits.ts: asking AI questions, modifying the three taxonomy lists and the admin dashboard’s analytics all need at least the Team plan, and the audit log — viewing and exporting — is Enterprise only. On Starter an Admin cannot do these, and the application refuses at that point.

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Role Descriptions in Detail

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Operator

Operators are knowledge contributors, and every new member starts here. Typical use cases:

• Engineers documenting incidents and solutions
• Technicians capturing lessons learned
• Project leads maintaining team knowledge

Can:

• Create and edit their own cases
• Attach evidence
• Submit cases for review
• Read the cases of the organisation they belong to

Cannot:

• Verify or publish any case, including their own
• Edit someone else’s case
• Create case templates
• Change taxonomy, members or billing

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Reviewer

Reviewers are quality gatekeepers. Typical use cases:

• Subject matter experts reviewing cases in their domain
• Team leads ensuring knowledge quality before publication
• Compliance officers auditing knowledge for accuracy

Can:

• Do everything an Operator can do
• Take any case out of the shared review queue and verify it, or send it back with a comment
• Publish verified cases
• Attach evidence to a case that is already verified or published
• Create case templates

Cannot:

• Edit someone else’s case
• Manage members, roles or taxonomy
• See or change billing

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Admin

Admins manage the organisation. Typical use cases:

• IT leads managing member access and permissions
• Operations managers configuring taxonomy and settings
• Team leads managing review workflows

Can:

• Do everything a Reviewer can do
• Invite, remove and re-role members
• Edit and delete any case, and delete any evidence
• Change the three taxonomy lists (Team plan and above)
• Access the admin dashboard and its analytics (Team plan and above)
• Access the audit log (Enterprise only — viewing and exporting both)
• Manage case templates
• Manage billing and payment details
• Delete the whole organisation

There is nothing above Admin. Billing and deletion sit with the Admin role, not with a separate owner.

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No assignment to categories

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Assigning & Changing Roles

Only Admins can assign or change roles. To change a user’s role:

1. Go to Settings → Members
2. Find the user in the list
3. Pick the new role from the drop-down in their row

The change is saved the moment you pick it: there is no Save button and no undo. The user is not notified — tell them yourself.

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Inviting New Users

Admins can invite team members:

1. Go to Settings → Invite Members
2. Enter their email address
3. Select a starting role — Operator, Reviewer or Admin
4. Click Invite

An invitation email is sent. Once accepted, the user joins with the assigned role.

Can I invite someone and change their role later?

Yes. Start them as Operator and raise them to Reviewer once they are familiar with the platform. There are exactly three roles — Operator, Reviewer, Admin — and no read-only “Viewer” role.

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Default Roles for New Organisations

When you create an organisation:

• You are automatically its Admin
• You can invite others and assign roles as needed
• Anyone who joins without an explicitly assigned role becomes an Operator

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Removing Members

Admins can remove members:

1. Go to Settings → Members
2. Find the person
3. Remove them

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Best Practices