Roles and permissions

Every person in your company holds one of three roles, and the role decides what they can see and do across the console and the mobile app. Somebody from outside, like a contractor or a carrier rep, does not get a role at all: you share one assignment with them instead.

The three company roles

Role	What they do
Org admin	Runs the whole organization: every team, its people, profiles, assignments, workflows, and who holds which role. The only customer role that can change people's roles. Webhooks and integration tokens are set up by Adjust Square.
Team admin	Runs a team day to day, for example the Michigan team: manages team members, builds and publishes capture profiles, creates and manages assignments, grants assignment access, and reads the audit log.
Member	Everyone else, managers and field staff alike. Captures media, works rooms and assignments in the field app, and views media.

Changed in version 4.0

The role that used to be called Business Unit admin is now Org admin; what it can do is unchanged. The role that used to be called Org admin is retired: it can no longer be given to anyone, and the few people who still hold it are Adjust Square staff, shown as Adjust Square admin. Adjust Square staff keep full access to every organization either way.

Sharing one assignment

To bring somebody in for a single loss, open the assignment, go to its Users tab, and invite them by email or phone at one of two levels:

Share level	What they can do on that one assignment
Can capture	Take photos, add and edit rooms, and edit people records, the same as a member. Ideal for contractors and outside adjusters.
View only	See the media, but not capture or change anything. Good for carrier representatives or managers who need visibility.

They see only the assignment you shared and nothing else in your organization. Revoke the invitation from the same tab when the work is done.

Renamed in version 2.0

Earlier versions of this guide and the console called these levels Collaborator (now Can capture) and Observer (now View only), and listed them beside the company roles. What each level can do has not changed. They are no longer offered on the People or Roles tab, because they only ever made sense on one assignment.

The 14 permissions

Behind the scenes, each role is a bundle of permissions. The console enforces them server-side, so they cannot be bypassed.

Permission	Plain meaning
team.manage	Create, rename, and delete teams, and manage their members and settings.
schema.manage	Create, edit, publish, and archive capture profiles.
assignment.create	Create new assignments, including spreadsheet imports.
assignment.manage	Edit assignment details, change statuses, and delete assignments.
assignment.access.grant	Share an assignment (Can capture or View only) and revoke that access.
location.write	Create, edit, reorder, and delete rooms on an assignment.
media.capture	Capture photos, video, and audio in the field app.
media.read	View captured media in the console and app.
media.delete	Delete media items (soft delete; the file is retained on the server).
person.write	Add and edit people records.
tag.manage	Add, rename, recolour, and delete the organization's tags. Putting an existing tag on something needs only that thing's own edit permission.
webhook.manage	Create and manage webhook endpoints. Adjust Square staff only.
integration.manage	Create and revoke integration tokens. Adjust Square staff only.
audit.read	View the audit log and workflow runs.

Who can assign which role

• Only Org admins and Adjust Square staff can change roles. Everyone else sees each person's role as a label, not a dropdown.
• Team admins can still add people, as Members. Making someone a Team admin or Org admin is up to an Org admin.
• Roles are changed in place with the dropdown in the Role column on the People tab of My Team, or on the Roles tab. On a team's Members tab a seat can be Team admin or Member.
• Can capture and View only are given on one assignment, never on the People, Roles, or team Members tabs. Admins share from the assignment Users tab. See Assignment-level invitations.

The Roles tab

Open My Team and choose the Roles tab to see "What each role can do, and who holds it." It shows:

• A card per company role with a description and the permission badges it carries. Org admins also see how many people currently hold it.
• A Sharing one assignment section explaining the two share levels, Can capture and View only.
• For Org admins only, a Role assignments table listing every user, with an inline role selector so they can change roles in place without opening the user editor. Team admins and members do not see this table.

In an organization connected to ContentsEstimation, a role change in Role assignments is sent to ContentsEstimation, which stores it and sends it back. If ContentsEstimation turns it down, the role stays as it was and a message says why. People who are not linked to ContentsEstimation show their role but cannot be changed here.

Custom roles cannot be created

The three roles are a fixed set enforced by the server. There is no way to create a custom role or tweak an individual permission. If a person needs more or less access, choose the closest role or use assignment-scoped invitations to narrow their reach.

What each role sees in the sidebar

The console only shows the pages a person can actually use. Pages outside their role are left out entirely, so nobody clicks into a screen that turns them away.

The sidebar holds six items: the everyday work (Dashboard, Assignments, Submissions, and My Team), then Help and Settings. Everything that configures the organization lives one click away under Settings, a page of cards with one card per settings screen. Adjust Square staff also see a seventh, the yellow Admin item, always last, which no customer role ever gets. Help opens this guide. Collapse shrinks the sidebar to icons, and your name, your organization, and sign out stay at the bottom.

Who	Sidebar	Inside Settings
Org admin	Dashboard, Assignments, Submissions, My Team, Help, Settings	Organization, Tags, Audit log, Workflows, Runs, Templates
Team admin	Dashboard, Assignments, Submissions, My Team, Help, Settings	Tags
Member	Dashboard, Assignments, My Team, Help, Settings	Tags
Adjust Square staff	Dashboard, Assignments, Submissions, My Team, Help, Settings, Admin	Everything, including Webhooks and Integrations. Their own tools (All organizations, Device health, App release and systems) are under the yellow Admin item instead.

Team admins and members see Assignments and Submissions for their own team only, and My Team shows just the people on their team. The organization wide Settings screens (Organization, Audit log, Workflows, Runs, Templates) belong to Org admins. Cards somebody cannot use are left off the Settings page entirely, and if nothing in Settings is open to them, the Settings entry disappears too. Somebody who opens a hidden page from an old link or bookmark still gets a short note saying the page needs an admin role.

Which organizations and teams each person sees

Nobody sees another company. Inside your own organization, what you see follows where your seat is:

Who	Organizations	Teams
Adjust Square staff	Every organization, on Admin → All organizations	Every team in every organization
Org admin	Only their own	Every team in their organization
Team admin	Only their own	Their own teams
Member	Only their own	Their own teams

Only Org admins hold a seat across the whole organization. Team admins and members always sit on one team and see only that team. Someone who joins an organization with several teams waits, seeing nothing, until an Org admin puts them on a team. See Which team new people land on. The server enforces all of this, not just the screens: asking for another organization's teams, or a team outside your seat, gets turned away.

What Org admins and Team admins can do in My Team

Org admins add adjusters on the People tab, put them on a crew from the crew's Members tab, and set their role in the Role column. Team admins can add people and put them on crews, but only as Members. Two limits always apply, and the server enforces them:

• Only Org admins change roles. Team admins see roles as labels.
• Webhooks and Integrations stay with Adjust Square. They connect the whole company to outside systems, so Adjust Square sets them up.

Org membership versus assignment access

These are two separate layers, and understanding both prevents most access confusion:

• Organization membership (the People tab in My Team) puts a person in your org with a role. Members and admins see the teams their seat covers (see the table above) and the assignments in them, according to their role and your assignment visibility settings.
• Assignment-scoped access (the assignment Access tab) shares one assignment with a specific person, often someone outside the org, at Can capture or View only. It does not make them an org member, and revoking it does not affect any org membership they have.

A contractor who only ever works one loss never needs org membership: share that assignment with them at Can capture, and revoke the invitation when the work is done.

Seeing the matrix

The Roles tab in My Team lists every role and exactly what it may do.

The permission grid is the authoritative answer to "can this person do X". It is read-only: roles are fixed so that access is predictable and auditable.

The assignable column shows which roles you may grant to somebody else. You can never grant a role above your own.