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 five roles, arranged from least to most privilege:

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Permissions by Role

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Role Descriptions in Detail

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Viewer

Viewers are read-only users. Typical use cases:

• Shop floor technicians who reference knowledge but don’t create cases
• Customers in shared workspaces viewing approved knowledge only
• Contractors needing limited access to specific cases

Cannot:

• Create or edit cases
• Comment on or provide feedback
• See draft or in-review cases

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Member

Members are knowledge contributors. Typical use cases:

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

Can:

• Create and edit draft cases
• Attach evidence
• Submit cases for review
• See and comment on their own draft/in-review cases

Cannot:

• Approve others’ cases
• Publish cases
• Modify workspace settings

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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 Members can do
• See all draft and in-review cases
• Approve, reject, or request revisions
• Publish verified cases
• Assign reviewers to cases

Cannot:

• Modify workspace settings
• Manage users
• See billing information

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Admin

Admins manage the workspace. Typical use cases:

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

Can:

• Do everything Reviewers can do
• Add, remove, and change user roles
• Create and modify tag groups and taxonomy
• Configure AI feature availability
• Access audit logs and analytics
• Manage case templates
• View workspace storage usage

Cannot:

• Access billing (Owner only)
• Delete the workspace

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Owner

The workspace owner has ultimate control. Typically one person per organization. Can:

• Do everything Admins can do
• Manage billing and payment methods
• Transfer ownership to another user
• Delete the entire workspace
• View organization-level audit logs

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Assigning & Changing Roles

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

1. Go to Settings → Members
2. Find the user in the list
3. Click the role dropdown next to their name
4. Select a new role
5. Click Save

The user is immediately notified of the role change.

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Inviting New Users

Admins can invite team members:

1. Go to Settings → Members
2. Click Invite User
3. Enter their email address
4. Select a starting role (usually Member)
5. Click Send 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 Viewer and upgrade to Member once they’re familiar with the platform.

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Default Roles for New Workspaces

When you create a workspace:

• You are automatically the Owner
• You can invite others and assign roles as needed
• Most new team members should start as Member (knowledge contributors)

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Removing Users

Admins can remove users from the workspace:

1. Go to Settings → Members
2. Find the user
3. Click ⋯ (more options) → Remove from Workspace
4. Confirm

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Best Practices