Roles & Permissions

Airmailer uses a role-based access control system to manage what team members can do. Understanding roles helps you assign appropriate access and maintain security.

Available Roles

Airmailer has two roles:

Owner

Full control over the brand. Owners can:

• Access all features
• Modify all settings
• Manage team members
• Add and remove documents
• Delete the brand

Best for: Brand administrators, business owners, team leads

Member

Limited access for monitoring and viewing. Members can:

• View conversations
• View activity dashboard and feed
• View documents
• View brand settings (read-only)

Best for: Support staff, monitors, contractors

Permission Matrix

Conversations

| Permission | Owner | Member | |------------|-------|--------| | View all conversations | ✓ | ✓ | | Read message content | ✓ | ✓ | | View conversation history | ✓ | ✓ |

Activity & Monitoring

| Permission | Owner | Member | |------------|-------|--------| | View dashboard | ✓ | ✓ | | View activity feed | ✓ | ✓ | | View audit log | ✓ | ✓ | | Export data | ✓ | - |

Documents

| Permission | Owner | Member | |------------|-------|--------| | View documents | ✓ | ✓ | | Upload documents | ✓ | - | | Edit documents | ✓ | - | | Delete documents | ✓ | - | | Import from URL | ✓ | - |

Brand Settings

| Permission | Owner | Member | |------------|-------|--------| | View settings | ✓ | ✓ | | Edit brand name | ✓ | - | | Upload/change logo | ✓ | - | | Change colors | ✓ | - | | Edit email footer | ✓ | - |

AI Agent Settings

| Permission | Owner | Member | |------------|-------|--------| | View agent config | ✓ | ✓ | | Edit tone of voice | ✓ | - | | Edit agent rules | ✓ | - |

Team Management

| Permission | Owner | Member | |------------|-------|--------| | View team members | ✓ | ✓ | | Add team members | ✓ | - | | Remove team members | ✓ | - | | Change member roles | ✓ | - |

Account Actions

| Permission | Owner | Member | |------------|-------|--------| | Leave team | - | ✓ | | Delete brand | ✓ | - |

Choosing the Right Role

When to Use Owner

Assign Owner role when the person needs to:

• Configure brand settings
• Manage documents
• Add or remove team members
• Make administrative changes

Examples:

• Marketing managers
• Customer service leads
• Business owners
• IT administrators

When to Use Member

Assign Member role when the person needs to:

• Monitor conversations
• Review activity
• Provide oversight
• Temporary access

Examples:

• Support staff (monitoring only)
• Contractors
• Auditors
• Stakeholders

Multiple Owners

You can have multiple Owners on a brand:

Advantages:

• Redundancy if one is unavailable
• Shared administrative burden
• Faster response to issues

Considerations:

• All owners have equal power
• Changes can be made by any owner
• Coordinate on major decisions

Recommended: At least 2 Owners for business continuity

Role Changes

Promoting Member to Owner

1. Navigate to Team
2. Click on the member
3. Change role to Owner
4. Save changes

The member immediately gains full access.

Demoting Owner to Member

1. Navigate to Team
2. Click on the owner
3. Change role to Member
4. Save changes

Note: You cannot demote yourself if you're the only Owner.

Security Best Practices

Principle of Least Privilege

• Start with Member role
• Promote to Owner only when needed
• Review and demote when responsibilities change

Owner Management

• Maintain at least 2 Owners
• Don't assign Owner role unnecessarily
• Audit Owner list regularly

When People Leave

• Remove access immediately
• Don't just demote—remove entirely
• Review audit log for recent changes

Role Limitations

Members Cannot

• Make any changes to settings
• Upload or manage documents
• Add or remove team members
• Access admin functions

Owners Cannot

• Remove themselves (if sole Owner)
• Access other brands (unless invited)
• Override system security controls

Audit Trail

All role-related actions are logged:

• Role assignments
• Role changes
• Team additions/removals

View these in the Audit Log.

Future Roles (Coming Soon)

We're considering additional roles:

• Editor: Can edit documents but not settings
• Viewer: Read-only access to everything
• Custom: Define your own permission sets

Contact us if you need specific role configurations.

Troubleshooting

Can't change someone's role

• Verify you're an Owner
• Check if they're the only Owner (can't demote)

Member says they can't see something

• Verify their role is correct
• Check if the feature requires Owner access
• Ensure they're signed in to correct brand

Lost all Owners

• Contact support immediately
• Provide account verification
• We can help restore access

Next Steps

• Add team members
• View team overview
• Check audit log