Time required: 3 minutes
Prerequisites:
Access to Captured Knowledge
Expected results: After reading this article, you will understand the permissions for each role and know who can manage team settings.
Team Roles: Admin and Member
Captured Knowledge uses two roles to manage team permissions: Admin and Member. Both roles have full access to daily case work. The difference is that Admins can additionally manage the team itself.
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
What Admins Can Additionally Do
Administrators have all Member permissions, plus access to team management:
Invite members — Send invitation links to add new team members
Manage members — Change roles (promote Member to Administrator, or demote Administrator to Member)
Remove members — Remove team members from the team
Team settings — Adjust team configuration
How Roles Are Assigned
New users joining through SSO or an invitation link are assigned the Member role by default.
Changing roles: A team Admin can change any member's role from the team settings page. Navigate to team settings, find the member in the list, and select their new role.
Protection: The system prevents demoting the last Admin on a team. At least one Admin must always remain to ensure team settings can still be managed.
Related Articles
Introduction to Captured Knowledge — Core concepts and system overview
Quick Start Guide — Get started with daily workflows