Roles and Permissions

Understand the different roles in LeadsFollow and what each role can do. Learn about owner, admin, and agent permissions, and how to manage access for your team members.

5 minutes
Beginner

Roles and Permissions

Learn about the different roles in LeadsFollow and what permissions each role has. Understanding roles helps you manage your team effectively and maintain security.

Overview

LeadsFollow has three main roles:

  • Owner - Full organization control
  • Admin - Management capabilities with some restrictions
  • Agent - Limited access for team collaboration

Owner Role

The owner has complete control over the organization.

Permissions

✅ Organization Management

  • Change organization name and settings
  • Delete organization
  • Manage billing and subscriptions
  • Access all organization settings

✅ Team Management

  • Invite team members
  • Remove team members
  • Change member roles
  • View all team activity

✅ Lead Management

  • View all leads
  • Create, edit, and delete any lead
  • Access all lead details
  • Export data

✅ System Access

  • Full dashboard access
  • All features enabled
  • Cannot be removed by others
  • Can transfer ownership

When to Use

  • Organization creator (automatic)
  • Single-person business
  • Primary account holder

Admin Role

Admins can manage most aspects but have some restrictions.

Permissions

✅ Team Management

  • Invite new team members
  • Remove team members (except owner)
  • Change member roles (except owner)
  • View team activity

✅ Lead Management

  • View all leads
  • Create, edit, and delete any lead
  • Access all lead details
  • Assign leads to team members

✅ Organization Settings

  • Access most organization settings
  • Cannot delete organization
  • Cannot manage billing
  • Cannot change owner role

❌ Restrictions

  • Cannot delete organization
  • Cannot manage billing/subscriptions
  • Cannot remove owner
  • Cannot change owner role

When to Use

  • Team leads or managers
  • Trusted team members who need management access
  • When owner needs help managing team

Agent Role

Agents have limited access focused on managing their assigned work.

Permissions

✅ Lead Management

  • View assigned leads
  • Create new leads
  • Edit assigned leads
  • Add communications and tasks

✅ Personal Access

  • View own tasks
  • Manage own settings
  • Access assigned leads

✅ Collaboration

  • Add notes and communications
  • Create tasks
  • Update lead status

❌ Restrictions

  • Cannot view all leads (only assigned)
  • Cannot manage team members
  • Cannot access organization settings
  • Cannot manage billing
  • Cannot delete leads (in most cases)
  • Cannot change lead assignments (unless specifically allowed)

When to Use

  • Regular team members
  • Independent agents working together
  • Users who need basic CRM access

Role Comparison

FeatureOwnerAdminAgent
Manage billing✅❌❌
Delete organization✅❌❌
Invite team members✅✅❌
Remove team members✅✅❌
Change roles✅✅❌
View all leads✅✅❌
Create leads✅✅✅
Delete leads✅✅❌
Access settings✅Partial❌

Changing Roles

Promoting a Member

  1. Go to Team page
  2. Find the team member
  3. Click on their name or menu
  4. Select "Change Role"
  5. Choose new role
  6. Confirm change

Note: Only owners and admins can change roles.

Demoting a Member

Follow same steps as promoting, but select a lower role.

Important:

  • Owner cannot be demoted
  • Make sure user understands role change
  • They may lose access to certain features

Role Best Practices

1. Start Conservative

  • Give new members Agent role initially
  • Promote to Admin only when needed
  • Only one Owner per organization

2. Regular Reviews

  • Review team roles periodically
  • Remove inactive members
  • Adjust roles based on responsibilities

3. Security

  • Don't give Admin role unless necessary
  • Owner should protect account credentials
  • Remove team members who leave

4. Documentation

  • Document who has what role
  • Keep track of role changes
  • Understand what each role can do

Common Scenarios

Solo Agent

  • Your Role: Owner
  • No team members needed
  • Full access to everything

Small Team (2-5 people)

  • You: Owner
  • Team Lead: Admin
  • Others: Agent

Growing Team (5+ people)

  • You: Owner
  • Managers: Admin (1-2 people)
  • Team: Agent (remaining members)

Equal Partners

  • Option 1: One Owner, others Admin
  • Option 2: One Owner, transfer ownership as needed

Permissions Details

Lead Access

Owner/Admin:

  • See all leads in organization
  • Filter and search all leads
  • Access any lead details

Agent:

  • See only assigned leads
  • Cannot view unassigned leads
  • Limited filtering options

Team Management

Owner/Admin:

  • Invite new members
  • Remove members
  • Change roles
  • View team activity

Agent:

  • View team members (name/email only)
  • Cannot invite or remove
  • Cannot see role details

Settings Access

Owner:

  • All settings available
  • Billing and subscription
  • Organization details
  • Integrations

Admin:

  • Some settings available
  • Cannot access billing
  • Cannot delete organization

Agent:

  • Personal settings only
  • Cannot access organization settings

Troubleshooting

Can't See Certain Features

  • Check your role permissions
  • Some features require Owner/Admin role
  • Contact owner/admin if you need access

Can't Invite Team Members

  • You need Owner or Admin role
  • Agents cannot invite members
  • Ask owner/admin to invite

Lost Access After Role Change

  • Role may have been changed
  • Check your current role on Team page
  • Contact owner/admin if needed

Need Different Permissions

  • Talk to organization owner
  • Explain what access you need
  • Owner can adjust your role

Related Guides

Next: Learn about sharing leads with your team →

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