Role Hierarchy
Understand the four user roles and what each one can access.
Person Trail uses four roles to control what each user can see and do. Every organization starts with one Owner, and you can add more users as your plan allows.
Role Overview
| Role | Dashboard Access | Portal Access | Plan Required |
|---|---|---|---|
| Owner | Full access | -- | All plans |
| Admin | Full except billing and org deletion | -- | Pro |
| Coordinator | Jobs, schedule, crew, templates, skills | -- | Starter+ |
| Crew Member | -- | Full portal access | All plans |
Owner
The Owner is the account that created the organization. Owners have unrestricted access to every feature:
- Dashboard (all pages)
- Billing and subscription management
- Organization settings and deletion
- Team management (create any role)
- Audit log (full history on Pro, 30 days on Starter, 7 days on Free)
- Analytics and scheduling dashboard
- AI chat and content suggestions
Every organization has exactly one Owner.
Admin
Admins have full dashboard access with two exceptions: they cannot manage billing or delete the organization. Admins can create Coordinators and Crew Members.
Requires Pro plan ($99/month). Free and Starter organizations cannot add Admin users.
What Admins can do
- View and manage all jobs, crew, and templates
- Access scheduling, analytics, and audit log
- Create Coordinator and Crew Member accounts
- Manage skill categories and job templates
- Use AI chat and content suggestions
What Admins cannot do
- Change billing or subscription settings
- Delete the organization
- Create other Admins or Owners
Coordinator
Coordinators are operational users who manage day-to-day scheduling and job tracking. They have view and edit access to the core workflow features but no access to administrative functions.
Requires Starter plan ($39/month) or higher. Free organizations cannot add Coordinator users.
What Coordinators can do
- View and edit jobs
- Use the schedule view and calendar
- View and manage crew members
- Use job templates and skill categories
- Use AI chat and content suggestions
What Coordinators cannot do
- Access team management (cannot create users)
- View the audit log
- Change billing or organization settings
Crew Member
Crew members access the platform through the portal at /portal. They do not have dashboard access. Crew members can be added on all plans (subject to plan limits).
What Crew Members can do
- View jobs assigned to them
- Update job status and post progress updates
- Set their weekly availability
- Sign in using a magic link (no password required)
- Send and receive messages on assigned jobs (Starter+)
See Crew Portal for full details on the portal experience.