Roles

Roles let you control what each team member can see and do inside Photeria. Instead of configuring permissions for each person individually, you create roles with the right permissions and then assign those roles to your team members. This guide covers how roles work, how to create and edit them, and what each permission category controls.

Getting to the Roles Tab

Navigate to Team in the sidebar, then click the Roles tab at the top of the page. You'll see a list of all roles in your organization, along with how many members are assigned to each one.

Understanding Role Types

There are two types of roles:

• System roles - These are built-in roles that come with every organization. They're marked with a lock icon and a "System" badge. System roles cannot be edited or deleted.
• Custom roles - Roles you create for your organization. These can be fully customized with any combination of permissions.

Creating a New Role

1. On the Roles tab, click the Add Role button in the top-right corner.
2. The Create Role dialog will appear.
3. Enter a Role Name (for example, "Photographer", "Editor", or "Manager").
4. Under Permissions, you'll see categories organized in an accordion layout. Each category can be expanded to show individual permissions.
5. To enable all permissions in a category, click the checkbox next to the category name. To enable specific permissions, expand the category and check individual items.
6. Click Create Role when you're done.

Note: Role names must be unique within your organization. If you try to create a role with a name that already exists, you'll see an error message.

Editing a Role

1. Find the role in the list and click the edit icon (pencil) on the right side of its row.
2. The Edit Role dialog will open with the current name and permissions pre-filled.
3. Update the role name or toggle permissions as needed.
4. Click Save Changes.

Safety feature: If you're editing a role that is assigned to your own account, Photeria will prevent you from removing the "admin.access" permission. This protects you from accidentally locking yourself out of the admin panel.

Deleting a Role

1. Click the delete icon (trash can) next to the role you want to remove.
2. If no members are currently assigned to this role, a confirmation dialog will ask you to confirm the deletion.
3. Click Delete to remove the role permanently.

If team members are still assigned to the role, you'll see a message explaining that you need to reassign those members to a different role first. The dialog will tell you exactly how many members are affected.

Note: System roles cannot be deleted. The delete button will not appear for system roles.

Permission Categories

Permissions are organized into the following categories. Each category contains specific permissions that control different actions:

Listings

Controls access to property listings, including viewing all listings, viewing only assigned listings, updating listing details, and deleting listings.

Jobs

Controls job management, including viewing all jobs, viewing only assigned jobs, creating new jobs, updating jobs, deleting jobs, and assigning photographers to jobs.

Clients

Controls access to the client directory, including viewing clients, creating new clients, managing client details, and impersonating agents (logging in as an agent to see their portal view).

Invoices

Controls invoice access, including viewing invoices and managing invoice details.

Ordering (Services/Packages)

Controls access to the services and packages configuration, including viewing and managing the service catalog.

Team

Controls team management, including viewing team members, inviting new members, and managing team settings.

Roles

Controls role management, including viewing roles, creating and editing roles, and assigning roles to team members.

Billing

Controls access to billing information, including viewing billing details and managing billing settings.

Settings

Controls access to organization settings, including viewing and managing configuration options.

How Permission Counts Work

When editing a role, each category in the accordion shows a badge like "2/4" indicating how many permissions are enabled out of the total available in that category. The category checkbox shows three states:

• Checked - All permissions in the category are enabled.
• Indeterminate (dash) - Some but not all permissions are enabled.
• Unchecked - No permissions in the category are enabled.

Assigning Roles to Team Members

Roles are assigned to team members when you invite them or when you edit their profile:

• During invitation - Select a role in the "Role" dropdown on the Invite Team Member dialog.
• After joining - Edit the team member and change their role in the Manage Team Member dialog.

For details on editing team members, see the Managing Team Members article.

Permissions Required

• Viewing roles - Requires the "Roles Read" permission.
• Creating, editing, and deleting roles - Requires the "Roles Manage" permission.

If you don't see the Add Role button or the edit/delete icons, your current role may not include these permissions.