Roles & Permissions

Every team member in dialnote gets a role that defines what they can do across your organization. Roles work alongside phone number access levels to give you fine-grained control over who sees what. Understanding how these two systems work together helps you set up the right access for your team.

Organization Roles#

dialnote has three organization-level roles: Owner, Admin, and Member. Each role builds on the permissions of the one below it.

Owner is the person who created the organization. Owners have complete control—they can manage billing, change anyone's role, delete the organization, and do everything Admins and Members can do. There's one Owner per organization at a time, but you can hand the role off by promoting another member to Owner. When you do, the previous Owner is moved down to Admin automatically.

Admin can invite new team members, configure organization settings like AI agents and call flows, and rename the organization. Admins automatically get full access to all phone numbers in the organization. They're your go-to people for day-to-day team management. Admins can also manage billing and switch people between Admin and Member. They can't change the Owner's role, transfer ownership, or delete the organization. Those stay with the Owner.

Member is the standard role for team members. Members can make calls, send messages, and access the phone numbers assigned to them. They can't invite new members or change organization-wide settings like People, API keys, or billing. But they can build AI agents and change settings on numbers where they have Full access. This role keeps things simple for users who just need to use the phone system.

Phone Number Access Levels#

Beyond organization roles, dialnote lets you control access to specific phone numbers. This matters most for Members, since Owners and Admins automatically have full access to everything.

When you share a phone number with a team member, you pick one of three access levels:

Full access gives full control over that specific phone number. The user can change settings, manage who else has access, and use all calling and messaging features. This is separate from the organization Owner role and only applies to that number.

Call & text is the most common access level. The person can make calls, send texts, and see all activity on that number. They just can't change settings or manage other members' access.

View only lets someone see call logs and activity without making calls or sending messages. This works well for supervisors who need visibility without direct phone access, or for training purposes.

How Roles and Access Levels Work Together#

Here's how the system evaluates permissions when someone tries to do something:

1. dialnote first checks the organization role
2. If the user is an Owner or Admin, they get full access—no further checks needed
3. For Members, dialnote then checks their phone number access level
4. The access level determines what they can do with that specific number

For example, a Member with Call & text access on one number and View only on another can make calls from the first number but only view logs from the second.

Permissions Quick Reference#

Here's what each role and access level can do:

Changing Someone's Role#

Owners and Admins can change team member roles. Admins can switch people between Admin and Member, but they can't make anyone Owner or change the Owner's role. Nobody can change their own role. To update a role:

1. Go to Settings → People
2. Find the team member in the list
3. Click on their current role
4. Select the new role from the dropdown

Role changes take effect immediately. The team member doesn't need to log out or refresh—their new permissions apply right away.

Transferring Ownership#

If you're stepping away or handing the account to someone else, the Owner can transfer ownership to another member. Promoting someone to Owner moves you down to Admin in the same step—there's never more than one Owner at a time. The new Owner picks up the ability to transfer ownership and delete the organization.

The Transfer ownership button in Settings → People works differently. You invite someone by email, and when they accept, they become the Owner and you're removed from the workspace. Your lines and conversations are released. To stay on as Admin, pick Owner from an existing member's role dropdown instead.

Phone Number Assignment#

When you invite someone to your organization, you can pre-assign phone numbers during the invitation process. Before sending, the Add teammates dialog shows the phone numbers you own and lets you select which ones to share. Everyone added this way gets Call & text access, and you can fine-tune each line later.

The assignments activate automatically when the person accepts their invitation. You don't need to do anything else—they'll have access to those numbers as soon as they join.

The person who originally bought or added a phone number is always treated as having Full access to that number, regardless of their organization role. So even a Member who purchased a number can manage its settings and share it with others.

To change phone number access after someone has joined, go to the phone number's settings, open Identity & Access, and click Manage Members in the Team block.

What's Next#

• Invite team members - Send invitations and pre-assign phone numbers
• Set availability - Control when each person receives calls
• Phone number settings - Change who has access to a number after someone joins
• Billing & plans - User limits depend on your plan