Roles and permissions

Five roles. Rep and setter are peers, and an admin is not a second owner.

4 topics

The five roles

They rank owner, admin, manager, then rep and setter together.

Rep and setter share a level on purpose. A rep closes. A setter works the top of the funnel. Neither can act on the other's work.

If your team says "closer", that is a rep. There is no closer role.

What each role can see

Owner and admin see every call in the workspace.
Manager sees their own calls plus the calls of the reps assigned to them. A manager with no assignments sees only their own work.
Rep sees their own calls, plus the calls on any contact they own.
Setter has no Calls tab at all.

Deals follow the same rule, because a deal inherits the visibility of the calls behind it. A setter is the exception worth stating twice: they have no Deals tab either, and following a contact does not open one, so a setter who promoted a prospect sees the contact record and never the terms it was sold on.

Seeing a deal is not the same as being able to change it. A rep who can see a colleague's deal through a contact they own cannot send, price or cancel anything on it. Changing a deal follows the table below: any deal for an owner or admin, the team's for a manager, your own for a rep.

This is enforced in the database itself, not just in the interface. A hidden button is never the only thing between somebody and a record they should not read.

What each role can change

Can they…	Owner	Admin	Manager	Rep	Setter
Subscribe, add seats, cancel	Yes	No	No	No	No
See what the workspace is being charged	Yes	Yes	No	No	No
Invite someone	any role	admin and below	No	No	No
Change a role, or remove someone	anyone	below admin	No	No	No
Remove someone who still holds contacts	not until moved	not until moved	No	No	No
Rename the workspace	Yes	Yes	No	No	No
Assign a rep to a manager	Yes	Yes	No	No	No
Connect the Anthropic key, GoHighLevel, or a webhook	Yes	Yes	No	No	No
Connect your own Fathom account	Yes	Yes	Yes	Yes	Yes
Change your own name	Yes	Yes	Yes	Yes	Yes
Read the playbook	Yes	Yes	Yes	Yes	Yes
Edit the playbook, or the grading rules for a call type	Yes	Yes	No	No	No
Rename, recolour, reorder, or archive a call type	Yes	Yes	Yes	No	No
Change which calls count as a given type	Yes	Yes	No	No	No
Change the outbound lead settings, or reassign a lead	Yes	Yes	Yes	No	No
Send a booked meeting back to its setter to rebook	Yes	Yes	Yes	Yes	No
Add a contact by hand	Yes	Yes	Yes	Yes	No
Correct a contact's name, email, phone or company	Yes	Yes	Yes	Yes	No
Hand a contact to a different rep	Yes	Yes	Yes	No	No
Add or remove a contact's followers	Yes	Yes	Yes	Yes	No
Delete a contact, or restore a deleted one	Yes	Yes	No	No	No
Open a deal, send it, price it, write additional terms, open signing, and cancel its recurring payments	any deal	any deal	own team	own deals	No
Set the terms, the price limits, how long signing stays open, and the questions a prospect answers	Yes	Yes	No	No	No
Void a deal that has been sent or signed, until it is paid	Yes	Yes	No	No	No
Connect the Stripe account that takes the customer's money	Yes	Yes	No	No	No
Set a call's outcome or deal value, or re-run the analysis	any call	any call	assigned reps	own calls	own calls
Attach a call to a contact, or move it to another	any call	any call	assigned reps	own calls	own calls
Change which rep ran a call	any call	any call	own team	No	No
Archive a call as not a sales call, or restore it	any call	any call	assigned reps	own calls	own calls
Delete a call permanently	any call	any call	No	No	No

Subscribe, add seats, cancel
Owner
Not Admin, Manager, Rep, Setter
See what the workspace is being charged
Owner, Admin
Not Manager, Rep, Setter
Invite someone
Owner (any role), Admin (admin and below)
Not Manager, Rep, Setter
Change a role, or remove someone
Owner (anyone), Admin (below admin)
Not Manager, Rep, Setter
Remove someone who still holds contacts
Owner (not until moved), Admin (not until moved)
Not Manager, Rep, Setter
Rename the workspace
Owner, Admin
Not Manager, Rep, Setter
Assign a rep to a manager
Owner, Admin
Not Manager, Rep, Setter
Connect the Anthropic key, GoHighLevel, or a webhook
Owner, Admin
Not Manager, Rep, Setter
Connect your own Fathom account
Owner, Admin, Manager, Rep, Setter
Change your own name
Owner, Admin, Manager, Rep, Setter
Read the playbook
Owner, Admin, Manager, Rep, Setter
Edit the playbook, or the grading rules for a call type
Owner, Admin
Not Manager, Rep, Setter
Rename, recolour, reorder, or archive a call type
Owner, Admin, Manager
Not Rep, Setter
Change which calls count as a given type
Owner, Admin
Not Manager, Rep, Setter
Change the outbound lead settings, or reassign a lead
Owner, Admin, Manager
Not Rep, Setter
Send a booked meeting back to its setter to rebook
Owner, Admin, Manager, Rep
Not Setter
Add a contact by hand
Owner, Admin, Manager, Rep
Not Setter
Correct a contact's name, email, phone or company
Owner, Admin, Manager, Rep
Not Setter
Hand a contact to a different rep
Owner, Admin, Manager
Not Rep, Setter
Add or remove a contact's followers
Owner, Admin, Manager, Rep
Not Setter
Delete a contact, or restore a deleted one
Owner, Admin
Not Manager, Rep, Setter
Open a deal, send it, price it, write additional terms, open signing, and cancel its recurring payments
Owner (any deal), Admin (any deal), Manager (own team), Rep (own deals)
Not Setter
Set the terms, the price limits, how long signing stays open, and the questions a prospect answers
Owner, Admin
Not Manager, Rep, Setter
Void a deal that has been sent or signed, until it is paid
Owner, Admin
Not Manager, Rep, Setter
Connect the Stripe account that takes the customer's money
Owner, Admin
Not Manager, Rep, Setter
Set a call's outcome or deal value, or re-run the analysis
Owner (any call), Admin (any call), Manager (assigned reps), Rep (own calls), Setter (own calls)
Attach a call to a contact, or move it to another
Owner (any call), Admin (any call), Manager (assigned reps), Rep (own calls), Setter (own calls)
Change which rep ran a call
Owner (any call), Admin (any call), Manager (own team)
Not Rep, Setter
Archive a call as not a sales call, or restore it
Owner (any call), Admin (any call), Manager (assigned reps), Rep (own calls), Setter (own calls)
Delete a call permanently
Owner (any call), Admin (any call)
Not Manager, Rep, Setter

Two roles above the workspace

An agency owner or agency admin runs a reseller account and can look into the workspaces that belong to it.
A super admin is platform staff.

Both see a clearly marked banner while viewing a workspace they are not a member of, so nobody is ever looking at your data invisibly.