---
title: Team and roles
summary: The people of a business, the roles of an organization and the Owner, what a role allows, how a role is created, added ready-made, changed and removed on the page and with the assistant, how a role is given to people, and how the online admin gets its rights.
tools: [talemo_get_agent_grant, talemo_list_roles, talemo_create_role, talemo_update_role, talemo_delete_role]
related: [invitations, ownership-transfer, organisation-business-branch, connected-programs-and-keys]
search: [permissions, access rights, staff roles, administrator, master role, create a role, ready-made roles, add a ready-made role, new right]
---

# Team and roles

A **role** is a named set of rights. The rights are the actions Talemo allows,
such as seeing the balance, booking a visit or removing a person. Roles are shown
and changed in **Roles and access** in settings. Resource roles of the industry
kit, such as a master, are a different thing and are not covered here.

## The Owner and the roles of an organization

Roles belong to the organization: the name, the rights and the closed fields are
its data, not a list set by Talemo. One role works in all businesses of the
organization. The name of a role is anything from 1 to 60 characters, and it is
unique in the organization: capital and small letters are not told apart.

- **Owner** is built into every organization. The Owner holds it whole, in all
  its businesses, and sees and changes everything: money, team, rights, closing
  and restoring businesses. Only an owner makes someone an owner (see
  [Handing over ownership](ownership-transfer.md)). Eight actions belong to the
  Owner alone and cannot be put into a role: changing and deleting the
  organization, creating, closing and restoring businesses, managing the payment,
  installing industry kits and handing over ownership.
- **Other roles** are created by the organization itself. A new organization has
  the Owner only, and while there are no other roles there is nothing to give in
  the team: the **Invite** window on the **People and invitations** page offers the
  ready-made roles of Talemo instead of the email, each with an **Add** button, and
  after it the window goes on to the invitation. The ready-made roles are templates: for another one, the link **Create a role**
under them opens **Roles and access** with the new role form open, and you choose its name and rights. Whoever does not create roles has
  no **Invite** button: the line "To invite a person you need a role" stands in its
  place. In an organization where administrators and accountants already worked,
  they stayed as roles of the organization with their former name and rights.

The Owner and a role of the organization that includes the right, given to the
whole organization, may create, change and remove roles. A person does it in
Talemo, or their assistant at their word. Access keys and connected programs
neither read nor change roles.

## The Roles and access page

On the left are the Owner and the roles of the organization, each with the number
of people who hold it; on the right is the card of the chosen role. On a narrow
screen the list is a row above the card. The card gathers the rights in sections
such as Money, Team, Calendar and Contacts, and shows the reach of each right: all,
own or none. "Own" means only what belongs to the person, for example their own
keys and the programs they connected. Closed fields are the ones the role neither
sees nor changes, such as a phone or a price.

- **Create manually** starts a new role **From scratch** (it has no rights at all)
  or **From a role** (with the rights of another role of the organization). Name
  the role, mark its rights and press **Create role**. The role appears in all
  businesses of the organization and is given to nobody yet: it is given in an
  invitation or in a person's row.
- **Create with the assistant** puts a request into the conversation; what
  happens next is below.
- **Ready-made roles** are a group of the list under the roles of the organization:
  Administrator, Accountant and the role of an installed kit, such as **Master**
  ("From the kit Client booking"). Until they are added they are Talemo's blanks, not
  roles of the organization, and are given to nobody. The card of a blank shows the
  same sections for viewing, and **Add role** makes a role of the organization with
  those rights and the name of the blank; the name of the Master is a word of the
  industry of the business: Master, Trainer, Teacher, Artist or Specialist. A role is
  added only within your own rights, like any new role: an Accountant does not add
  the Administrator. An added role is an ordinary one: it is changed and removed, and
  the blank does not change with it and is not linked to the copy. If the
  organization already has a role of that name (capital and small letters are not
  told apart), the row says **added** and **Open role** stands instead of **Add
  role** and the line "The "Master" role is already in your organization. Open it to give it to someone or change it"; rename the role and the blank is offered again. In an organization with no
  roles the first ready-made one is open.
- **Change** opens the name, the rights and the closed fields; **Save** applies
  the change at once to everyone who holds the role, in all businesses of the
  organization.
- The **…** menu of a role has **Make a copy** (a new role with the same rights)
  and **Delete role…**. If people or waiting invitations hold the role, Talemo asks
  which role to give them instead, and **Replace and delete** does it in one
  action. A deleted role is not brought back, only made again.
- The Owner is not changed or given, and its eight rights are not put into a role.

## A new right of Talemo

When Talemo gets a new right, it does not get into a role of the organization on
its own: only what a person decided to give is given. A role built before it gets
an orange dot in the list and a strip above the sections of the card: "Talemo now
has a new right. The role doesn't have it — it doesn't get into the role on its
own. Add it?". **Add** puts the right into the role in its narrowest form, "own"
where there is such a reach; **No need** leaves the role as it is, and Talemo does
not ask about these rights again. Rights that only the Owner holds are not
offered: the Owner gets new rights by itself. Roles built before Talemo began to
remember which rights they saw show nothing new until they are saved for the first
time.

## Roles with the assistant

The assistant of an employee can read the roles of the organization and, at a
person's request, make, change or remove a role. It changes nothing itself: it
first shows a card with the name of the role, what will be added and removed and
for how many people it takes effect, and for a deletion also who gets the role
instead, and the role changes only when the
person presses **Allow**; a deletion is asked twice. The card is in the
conversation, in "Waiting for you" and in the app, and a waiting role is also seen
on the **Roles and access** page as a draft: only what differs from the role it is
compared with. The assistant cannot give a role more than the person who asked
holds, or more than the assistant itself is allowed in this conversation. It can
start a role from a ready-made role of Talemo: `talemo_list_roles` returns them in
`ready` — the Administrator and the Accountant, and the Master where the Client
booking kit is installed. It
cannot give a role to people: a person does that, in an invitation or in a
person's row.

## One role in a business

A person has one role in a business. It works in all branches, future ones too,
or in a list of branches: someone limited to one branch does not see the visits of
another. The owner and an outside accountant hold the whole organization, and
their role is not changed in a business team.

## People and invitations

Settings → **People and invitations** lists who works in the business, with their
role, where it applies and when they were last seen. A person is added by an
invitation (see [Invitations](invitations.md)).

- **Change a role:** open the person's row and choose a role of the organization
  and where it works. The list has every role of the organization, but a role
  wider than your rights is a grey row with the reason and cannot be chosen.
- **Remove from the business:** the person loses access at once, their access keys
  stop working and the programs they connected are disconnected from this
  business. Their other businesses stay as they are.

Only your own can be given: a role within your own rights, reach, closed fields
and branches. Nobody is made an owner on a business, and a person who can do more
than you cannot be changed. A person cannot change their own role or remove
themselves here.

## Changing and removing a role

A change to a role works from the next request, and nobody has to sign in again.
That covers the person, their access keys and the programs they connected: a key
always works with the rights its maker has now.

- Only what you have yourself can be put into a role, and only a role no wider
  than your rights can be changed. “Have” here means across the whole
  organization, through your role of the organization: a right given to you in
  one business only doesn’t count, because a role works in every business. The
  role you hold yourself can be neither changed nor removed.
- A role held by people or by waiting invitations is not removed until another
  role of the organization is named for them: the people and the waiting
  invitations move to it at the same moment, and the rights of these people change
  from their next request. Talemo says how many people and invitations hold the
  role.
- A role given on a business does not carry rights of the organization level: a
  person whose role of that kind includes the right to create roles still gets a
  refusal. These rights work only in a role given to the whole organization.
- The name of a role is not in the Talemo log: the log names a role by its number.

## The online admin as a member

The online admin is a member of the business with rights of its own. The owner and
the people whose role gives this right for the whole business give them, no wider
than their own. Settings → **Phone and messengers** → **What it may do** shows
three groups: what it does **By itself**, what it **Asks you** first and what it
does **Never** (keys, channels, rights, money and team). A daily spending limit in
dollars is shown with them, and the rights can apply to all branches or to some.

**Give the rights** and **Take the rights back** are done by a person. Until
rights are given, the online admin answers no one. If the person who gave them
leaves the team, the rights stay; they are taken back separately. A connected
program reads this with `talemo_get_agent_grant` and key `online_admin`, and cannot
change it. The daily limit comes in dollars as `daily_usd`, beside `daily_credits`,
where a credit is one cent.