Roles and Permissions

This page provides a detailed breakdown of what each Team role can do in GearConnect. Use this reference to determine which roles are appropriate for your team members.

Role Overview

At a high level, use this guide to select appropriate roles for your team members:

If they need to…	Assign role…
Manage everything including deletion	Owner
Manage team and create/edit content	Admin
Handle billing without content access	Billing Manager
Create and edit content only	Member
View content without editing	Guest

Tip

Start with the minimum permissions needed. You can always upgrade a member’s role later if they need more access.

Permission Details

For more granular details, see the table below outlining specific actions and which roles can perform them:

Action	Owner	Admin	Billing Manager	Member	Guest
Edit team settings	✅	✅	✅	❌	❌
Add/remove members	✅	✅	✅	❌	❌
Change member roles	✅	✅	✅	❌	❌
Transfer ownership	✅	❌	❌	❌	❌
Delete team	✅	❌	❌	❌	❌
Manage billing	✅	✅	✅	❌	❌
Access billing portal	✅	✅	✅	❌	❌
View projects	✅	✅	❌	✅	✅
Create projects	✅	✅	❌	✅	❌
Edit projects	✅	✅	❌	✅	❌
Delete projects	✅	✅	❌	✅	❌
Copy/move to team	✅	✅	❌	✅	❌
View library items	✅	✅	❌	✅	✅
Create library items	✅	✅	❌	✅	❌
Edit library items	✅	✅	❌	✅	❌
Delete library items	✅	✅	❌	✅	❌
Copy to team library	✅	✅	❌	✅	❌
Invite team members	✅	✅	✅	❌	❌
Cancel pending invites	✅	✅	✅	❌	❌
Leave team	❌	✅	✅	✅	✅
Edit team name	✅	✅	✅	❌	❌
Edit team picture	✅	✅	✅	❌	❌

Note

The Owner cannot leave the Team. To leave, you must first transfer ownership to another Admin.

Role Descriptions

Owner

The Owner has complete control over the Team and is the only role that can delete the Team or transfer ownership.

Key capabilities:

• All Admin capabilities
• Delete Team
• Transfer ownership to an existing Admin
• Cannot leave the Team (must transfer ownership first)

Billing: Counts as 1 paid member

Limit: 1 per team

Admin

Admins have full access to Team management, billing, and content creation.

Key capabilities:

• Add and remove members
• Change member roles
• Manage billing and subscriptions
• Create and edit projects
• Create and edit library items
• Edit team settings
• Leave the team

Billing: Counts as 1 paid member

Limit: Unlimited

Billing Manager

Billing Managers can handle Team administration and billing without accessing Team content.

Key capabilities:

• Add and remove members
• Change member roles
• Manage billing and subscriptions
• Edit team settings
• Leave the team

Restrictions:

• Cannot view or edit projects
• Cannot view or edit library items

Billing: Non-paid role (free)

Limit: 1 per team

Tip

The Billing Manager is perfect for someone who handles administrative tasks but doesn’t need access to projects.

Member

Members can create and edit Team content but cannot manage the Team or billing.

Key capabilities:

• Create and edit projects
• Create and edit library items
• Copy items to team library
• View all team content
• Leave the team

Restrictions:

• Cannot add or remove members
• Cannot change member roles
• Cannot manage billing
• Cannot edit team settings

Billing: Counts as 1 paid member

Limit: Unlimited

Guest

Guests have read-only access to Team projects and libraries. Perfect for freelancers or contractors who need visibility without editing permissions.

Key capabilities:

• View projects
• View library items
• Leave the team

Restrictions:

• Cannot create or edit anything
• Cannot manage team or billing
• Read-only access to all content

Billing: Non-paid role (free)

Limit: 1 Guest per active paid member

Note

If your Team has 5 paid members (Owner + Admins + Members), you can have up to 5 Guests. If you remove a paid member, you may need to remove a Guest to stay within the limit.

Role Change Considerations

When changing member roles, keep these factors in mind:

Billing Impact (Flexible Member Billing):

• Changing to a paid role (Owner, Admin, Member) triggers an immediate prorated charge
• Changing to a non-paid role (Billing Manager, Guest) generates a credit for unused time
• See Flexible Member Billing for details

Guest Limits:

• You cannot assign the Guest role if you’ve reached your limit (1 per paid member)
• Removing paid members may require removing Guests to stay within the limit

Ownership Transfer:

• Only Admins can receive ownership transfer
• The current Owner becomes an Admin after transfer

Self-Role Change Warnings:

• An Admin or Billing Manager can change their own role to a Member or Guest, in which case they will immediately lose access to team management features. They must be promoted again by another Admin or the Owner to regain those capabilities.