Roles

Every person in a workspace has one of four roles. You pick it when you invite someone, and an admin can change it any time.

The four roles

Admin

An admin does everything a member does, and also:

• invites people, changes roles and sets who reports to whom
• manages billing, seats and invoices
• edits custom fields, pipelines and stage names
• imports spreadsheets and merges duplicate records
• edits the company profile, offerings and positioning on the Company page
• hands clients over when someone changes team or leaves

A workspace always keeps at least one admin. You cannot change the role of the only admin until someone else is made admin.

Manager

A manager is a member who also sees the numbers of everyone who reports to them, directly or further down the line. They get My team on Home, in Agenda and on Analytics. A manager does not get admin powers, and being a manager never opens a teammate's private synced mail. See Managers and My team.

Member

A member logs, sends, drafts, uses Ask AI and works their clients. Records — clients, people, deals, notes, calls and meetings that were logged — are shared across the team.

Viewer

A viewer can open everything a member can see and change nothing. The write controls are hidden — pages a viewer can only read say so in one quiet line, "View-only access — you can see everything here, but not change it." — and if a viewer reaches one anyway, KretaOS refuses it with "You have view-only access". Ask AI and voice also stay read-only for a viewer: they can ask questions, but the AI assistant will not log, edit or send for them. A viewer cannot connect Google or a notetaker, and what they type in chat is never saved as client memory. A viewer may connect an outside AI assistant such as Claude, but it can only read. Likewise a viewer can link their own Slack and ask with /kretaos, but never approve a change; only an admin connects Slack for the workspace (see Use KretaOS in Slack).

A viewer still takes a seat. A viewer cannot be anyone's manager, so they never appear in the Reports to list.

Change someone's role

1. Open Settings › Team.
2. On the person's row, open the ⋯ menu and pick the new role from the list — each one says what it can do. The Role column shows everyone's role at a glance.

Between Member and Manager the change applies straight away. A change to or from Admin or Viewer changes what the person can do, so KretaOS asks first — for example "Make Priya Sharma an Admin?" — and you confirm with Yes, change (or Keep). What each role can do is written under the menu. You cannot change your own role from your own row.

The Team page

Settings › Team is one row per person: name, Role, Reports to, whether Google is connected, how many clients they own, and — for admins — when they were last active. The client count opens the client list filtered to that person; the arrow beside it shows the clients themselves. With more than five people, filter the rows by role or by who they report to. On a phone each person is two lines.