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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, page builder, projects/tasks, courses, and community 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
- Configure the AI agent (identity, model, system prompt, knowledge base)
- Author skills & Game Plans and gate them by tier
- Add and manage knowledge base sources
- 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 the coach's agent, launch skills, upload files, save snippets
- Page Builder — Build and publish landing pages from chat
- Projects & Tasks — Track work in the Activity panel
- Community — DMs, message board, events, groups
- Classroom — Take courses, track progress
- Memories — Save business context for personalized AI responses
Members use the coach's agent
Members don't create their own AI agents — they chat with the agent the owner has configured. (A member "Shared Agents" capability exists in tier settings but isn't available to members yet.)
Assigning Roles
Roles are assigned when inviting or managing members:
- Go to Admin → Members
- Click on a member
- 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