Everyone who opens an organization in Crew has one of four access levels. It comes from their Discord roles (see Roles and access); if several roles apply, the highest wins.
| Level | Who it's for |
|---|---|
| Super User | The people who run the organization: settings, integrations, security and every member. |
| Manager | Team leads: they look after the members in their reporting line. |
| Member | Everyone on the team: their own profile, requests, activity and training. |
| View only | Guests and people who aren't members: they can look around, but can't change anything. |
Note: Access is checked by the server on every action, not just hidden in the app. Someone who loses a Discord role loses the matching access within a few minutes, everywhere: the website,
/crewcommands and pending approvals.
What each level can do
✓ = yes. "Line" means the people below them in the reporting line (their reports, their reports' reports, and so on).
People and structure
| Action | View only | Member | Manager | Super User |
|---|---|---|---|---|
| Dashboard, directory, org chart, profiles | ✓ | ✓ | ✓ | ✓ |
| See contact details, notes and disciplinary records | Own | Line | Everyone | |
| Add members | ✓ | ✓ | ||
| Edit members' profiles and custom fields | Line | Everyone | ||
| Change someone's role (promote or demote) | Line | Everyone | ||
| Add departments and units | ✓ | ✓ | ||
| Delete departments and units | ✓ | |||
| Import members from CSV | ✓ | |||
| Export the directory as CSV | ✓ | ✓ | ||
| Delete a member's data (GDPR deletion) | ✓ |
Requests, leave and records
| Action | View only | Member | Manager | Super User |
|---|---|---|---|---|
| Submit and withdraw your own requests | ✓ | ✓ | ✓ | |
| Approve or reject requests | Line | Everyone | ||
| See the leave calendar | ✓ | ✓ | ✓ | ✓ |
| See the reason for someone's leave | Own | Line | Everyone | |
| Cancel approved leave | Line | Everyone | ||
| Add and edit certifications, training, notes, discipline | Line | Everyone | ||
| Remove a disciplinary record | ✓ | |||
| Certification report (expired and expiring) | Line | Everyone |
Activity, training and onboarding
| Action | View only | Member | Manager | Super User |
|---|---|---|---|---|
| Log activity, clock in and out | ✓ | ✓ | ✓ | |
| Approve activity and see the activity report | Line | Everyone | ||
| Training catalog: take and request trainings | ✓ | ✓ | ✓ | |
| Add trainings to the catalog, assign mandatory ones | ✓ | ✓ | ||
| Tick onboarding tasks | Own | Line | Everyone | |
| Assign a checklist to someone | Line | Everyone |
Announcements and jobs
| Action | View only | Member | Manager | Super User |
|---|---|---|---|---|
| Read announcements | ✓ | ✓ | ✓ | ✓ |
| Post announcements | To a department | To anyone | ||
| Pin announcements | ✓ | |||
| Post jobs and decide applications | ✓ | |||
| Read or review applications | Application team | Application team | Application team | ✓ |
Jobs use their own application team, chosen by Discord role, so people can review applications without being managers. See Jobs and applications.
Settings and security (Super Users only)
- Every page under Settings: roles and access, departments, activity, onboarding, integrations, security and data.
- The audit log and its export.
- API keys, webhooks and the public staff directory.
- Archiving and restoring the organization, and the two-person rule.
Managers and the reporting line
A manager's reach follows the reporting line, set by the Manager field on each profile:
- A manager can act for everyone below them: direct reports, their reports, and so on.
- Requests go to the member's direct manager, so they stay between the member and the person they report to. Requests from members with no manager go to the Super Users.
- Nobody can approve their own requests or change their own role. A manager's own requests go to their manager.
Tip: Keep the Manager field filled in. It drives approvals, the org chart and who can see sensitive records. The org chart shows members with no manager in a separate group so you can spot them.
View only
View only is for people who should see the organization but aren't part of it: partners, auditors or visitors. They see the dashboard, directory, org chart, profiles (without contact details or records) and the leave calendar (without reasons). They can't make requests, log activity or change anything. Give it to a Discord role under Other Discord roles with access.
Owners and Discord administrators
The server owner is always a Super User. Other Discord administrators are Super Users only until one of your roles gives Super User access. After that, the Administrator permission in Discord no longer grants anything in Crew.