Understanding Roles in TeamsWork Apps: Owners & Members Capabilities
Updated: 5 hours ago
In TeamsWork apps such as CRM as a Service and Billing as a Service, certain features, such as configuring forms or managing workflows, need to be controlled and maintained by specific users. To keep operations running smoothly, roles centralize these responsibilities. This article explains the differences between Owners, Members, and Collaborators and what each role can do.
Owner: Can See and Configure Everything
The Owner has the most control over an app's configuration and management. This role is typically assigned to the people responsible for overseeing how the app works and making sure it fits the business. Owners are often team managers or IT application support. The Owner role is also assigned automatically to the person who subscribes to the app.
Owner Capabilities:
Owners can see everything, including all records that members and other owners create.
Managing Users: Owners can add or remove users, assign roles, and manage permissions across the app.
Managing Forms: Owners can customize the forms that capture the data your team works with, tailored to the needs of the business.
Configuring Workflows: Owners can create and adjust workflows that automate business processes, such as assigning records or setting up follow-ups.
Managing App Settings: Owners control the app's configuration and integrations, keeping everything consistent for the whole team.
These controls make the Owner role central to shaping how each app works for your business.
Member: Can Only View Their Own Records
While the Owner configures and manages the app, the Member has a more limited but equally important role. Members are the people who actively use the app day to day, working with the records they own.
Member Capabilities:
Viewing Their Own Records: a Member can view only the records they have created, such as leads and opportunities in CRM as a Service or documents in Billing as a Service.
Restricted Access: unlike Owners, Members cannot change the app's configuration or manage workflows and settings. This keeps the app consistent, so only those with the right authority can make critical changes.
Collaborators: Follow Records Created by Other Members
While Members can only view their own records, Collaborators let a Member access specific records created by other team members, so they stay informed without taking ownership.
Understanding the difference between Owners, Members, and Collaborators helps you balance confidentiality with collaboration. Owners handle configuration and management, Members focus on their own records, and Collaborators bridge the gap with selective visibility, so a Member can follow specific records created by others without seeing all the data. Roles set what each person can do, and each record's access level sets who can see it. For how those levels work, see visibility rules in TeamsWork apps.
Together, these roles keep your team efficient and aligned with your business goals.
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