User Roles

Grillo Cloud uses role-based access control to manage what users can do within an organization.

Available roles

Role	Description
Owner	Full control over the organization
Admin	Manage members, networks, and settings
Member	Work with sensors and data
Viewer	Read-only access

Role hierarchy

Owner (highest)
  ↓
Admin
  ↓
Member
  ↓
Viewer (lowest)

Higher roles include all permissions of lower roles.

Owner

The organization owner has complete control.

Permissions

• All Admin permissions, plus:
• Transfer ownership to another user
• Delete the organization
• Manage billing and subscriptions
• Access all organization settings

Restrictions

• Only one owner per organization
• Cannot be removed (must transfer ownership first)
• Cannot demote self without transferring ownership

When to use

• The person ultimately responsible for the organization
• Usually the organization creator
• Typically a manager or department head

Admin

Administrators can manage the organization's day-to-day operations.

Permissions

• All Member permissions, plus:
• Invite and remove members
• Change member roles (except Owner)
• Create and delete networks
• Modify network settings
• Access organization settings

Restrictions

• Cannot transfer ownership
• Cannot delete the organization
• Cannot change Owner's role

When to use

• Team leads or managers
• IT administrators
• Trusted senior team members

Member

Members can perform operational tasks with sensors and data.

Permissions

• All Viewer permissions, plus:
• Add sensors to networks
• Configure sensor settings
• Update sensor metadata
• Export data
• Create and manage alerts (if enabled)

Restrictions

• Cannot manage other users
• Cannot create or delete networks
• Cannot access organization settings

When to use

• Field technicians
• Operations staff
• Researchers working with data
• Regular team members

Viewer

Viewers have read-only access to the organization.

Permissions

• View sensor list and status
• View sensor data and waveforms
• View network information
• View map and table displays
• View events (if enabled)

Restrictions

• Cannot modify any settings
• Cannot add or configure sensors
• Cannot manage networks
• Cannot export data (typically)

When to use

• Stakeholders who need visibility
• External partners
• Auditors or reviewers
• New team members in training

Permission matrix

Organization management

Permission	Owner	Admin	Member	Viewer
View organization info	Yes	Yes	Yes	Yes
Edit organization info	Yes	Yes	No	No
Delete organization	Yes	No	No	No
Manage billing	Yes	No	No	No

Member management

Permission	Owner	Admin	Member	Viewer
View members	Yes	Yes	Yes	Yes
Invite members	Yes	Yes	No	No
Remove members	Yes	Yes	No	No
Change to Viewer	Yes	Yes	No	No
Change to Member	Yes	Yes	No	No
Change to Admin	Yes	No	No	No
Transfer ownership	Yes	No	No	No

Network management

Permission	Owner	Admin	Member	Viewer
View networks	Yes	Yes	Yes	Yes
Create networks	Yes	Yes	No	No
Edit networks	Yes	Yes	No	No
Delete networks	Yes	Yes	No	No

Sensor management

Permission	Owner	Admin	Member	Viewer
View sensors	Yes	Yes	Yes	Yes
View sensor data	Yes	Yes	Yes	Yes
Add sensors	Yes	Yes	Yes	No
Configure sensors	Yes	Yes	Yes	No
Remove sensors	Yes	Yes	Yes	No
Export data	Yes	Yes	Yes	No

Events & alerts

Permission	Owner	Admin	Member	Viewer
View events	Yes	Yes	Yes	Yes
Configure alerts	Yes	Yes	Yes	No
Manage API keys	Yes	Yes	No	No

Assigning roles

During invitation

1. Click "Invite member"
2. Enter email address
3. Select role from dropdown
4. Send invitation

The role is assigned when the invitation is accepted.

Changing existing roles

1. Navigate to Members section
2. Find the user
3. Click their current role
4. Select new role

Changes take effect immediately.

Best practices

Start with minimal access

• Default to Viewer for new users
• Promote after training and verification
• Document role changes

Regular role audits

• Review roles quarterly
• Remove unnecessary elevated access
• Align with organizational changes

Role documentation

Consider creating internal documentation for:

• Which roles your team uses
• Criteria for each role level
• Approval process for role changes

Role-based workflows

New employee onboarding

1. Invite as Viewer
2. Allow familiarization with dashboard
3. Promote to Member after training
4. Promote to Admin only if needed

External collaborator access

1. Create account with Viewer role
2. Limited time access
3. Regular review of continued need
4. Remove when project ends

Contractor or temporary access

1. Use Viewer or Member role
2. Set calendar reminder for review
3. Remove access when contract ends

Troubleshooting

"You don't have permission"

The user's role doesn't allow the action. Solutions:

• Contact an Admin or Owner for role upgrade
• Ask someone with appropriate role to perform the action

Can't change someone to Owner

• Only the current Owner can transfer ownership
• Contact the Owner to request this change

Role change not taking effect

• User may need to refresh their browser
• User may need to sign out and sign in
• Session cache may need to clear

Next steps

• Manage organization members
• Create your first network