Roles & Permissions

ToolChat has three roles that determine what each user can access and manage within your app.

Role Overview

Role	Icon	Access Level
Owner	👑 Crown	Full platform control — billing, branding, settings, domains, and all admin capabilities
Admin	🛡️ Shield	Day-to-day management — agents, knowledge base, members, tiers, classroom, community moderation
Member	👤 User	Access to AI chat, courses, community, and Virtual Coach based on their tier

Owner vs Admin

Owners and admins share most management capabilities. The key differences:

Owner-Only Capabilities

• Manage billing and Stripe settings
• Configure branding (app name, logo, favicon)
• Set up custom domains
• Promote or demote admin roles
• Access the Getting Started setup wizard

Shared Owner & Admin Capabilities

• Create and manage AI agents (instructions, models, personas, knowledge base)
• Upload and manage knowledge base documents
• Create and edit tiers and feature gating (including guest rate limits)
• Manage members — invite, view activity, change tiers
• Create and manage classroom courses, modules, and lessons
• Community moderation — delete posts, manage groups, create announcements
• View the admin dashboard with usage and growth metrics
• Handle support tickets from members

Member Capabilities

Members access features based on their subscription tier:

• AI Chat — Converse with agents, upload files, save snippets
• Community — DMs, message board, events, groups
• Classroom — Take courses, track progress
• Virtual Coach — Create and share personal AI agents (if tier allows)
• Memories — Save business context for personalized AI responses

Assigning Roles

Roles are assigned when inviting or managing members:

1. Go to Admin → Members
2. Click on a member
3. Change their role

WARNING

Be selective with the Admin role. Admins have broad access to your platform configuration and member data.

How Roles Appear

Roles are displayed throughout the app with distinct visual indicators:

• Owner — Gold/amber badge with crown icon
• Admin — Blue badge with shield icon
• Member — Gray badge with user icon