Team Roles: Admin and Member
Time required: 3 minutes
Prerequisites:
Access to Captured Knowledge
Expected results: After reading this article, you will understand what each role can do and know who can manage the team and its rotations.
Captured Knowledge uses two roles in a team: Administrator and Member. Both roles have full access to daily case work. Administrators can additionally manage the team's members and its rotations. The team's name and CK's own staff accounts are managed by CK.
What Members Can Do
Members have access to everything needed for day-to-day property management work:
Cases — Create, view, edit, and manage cases
Emails — Send, receive, and link emails to cases
ERP tickets — Create and update ERP tickets
Work orders — Create and manage work orders
Gustav — Use the AI assistant in all contexts
Contacts and properties — Search and link contacts, buildings, and properties
Inbound email queue — Review, dismiss, and restore emails
Rotations — See every rotation, its members and their activity levels. Add, pause and remove people and change their activity levels when your team allows it (see Members can manage the people in rotations under administrators)
Leave the team — Leave the team yourself
What Administrators Can Additionally Do
Administrators have all Member permissions, plus:
Manage members — Change roles: promote a Member to Administrator, or change an Administrator back to Member
Remove members — Remove colleagues from the team, other administrators included
Rotations — Create, edit and delete rotations, set the primary rotation, add, pause or remove members and change their activity levels. See Round Robin Case Assignment.
Members can manage the people in rotations — Switch this setting on or off on the Rotations tab. While it is on, every member of the team can add and remove people in the rotations, pause and resume them and change their activity levels too. Creating, editing and deleting rotations, and switching the setting, stay with administrators.
Add colleagues — Ask CK to invite a new colleague. Invited colleagues join with the role you choose, Member or Administrator.
Administrators can't change or remove CK staff accounts, and can't rename the team.
Removing someone is not the same as locking them out. A colleague you removed who signs in again with your company's Microsoft account joins the team again as a Member. To keep someone out for good, ask CK.
How Roles Are Assigned
Signing in with Microsoft: colleagues who sign in with your company's Microsoft account join as Member, if CK has connected your company's Microsoft account to the team.
Invitations: an invited colleague joins with the role chosen for the invitation.
Changing roles: click My team in the sidebar (if you belong to several teams: Teams, then the Members icon in your team's row), and on the Members tab click the colleague's role chip to choose the new role.
Keep at least one administrator: keep at least one administrator among your colleagues, so someone can manage the team. If none is left, CK can name a new one.
Related Articles
Introduction to Captured Knowledge — Core concepts and system overview
Round Robin Case Assignment — How new cases are shared out, and how to change your team's rotations