Roles and permissions
Article Content
Pilla has three roles: Staff, Manager, and Admin. Each user picks up one role when you invite them, and the role controls what they can see and do across the web and mobile apps. Visibility is also limited by which teams a user belongs to.
The three roles
Every Pilla user has exactly one role.
- Staff -- the default role. People who run workflows, send messages, and watch training videos.
- Manager -- everything Staff can do, plus the ability to build workflow templates, manage teams and users, and connect integrations for the teams they belong to.
- Admin -- everything Manager can do, plus full account-wide visibility, integrations management, and billing.
The more senior the role, the bigger the surface they see. Most people in your account will be Staff.
What each role can do
This is a feature-by-feature summary. "Yes" means the person can do it. "Their teams" means they can only do it for teams they belong to. "Yes (account)" means they can do it across every team in the account.
| Area | Staff | Manager | Admin |
|---|---|---|---|
| View workflow runs | Their teams | Their teams | Yes (account) |
| Complete workflow runs | Yes | Yes | Yes |
| Reset a workflow run | Yes | Yes | Yes |
| Delete a workflow run | No | Yes | Yes |
| Build workflow templates | No | Yes | Yes |
| View dashboard | No | Yes | Yes |
| View teams list | Yes (read-only) | Their teams | Yes (account) |
| Create / edit / delete teams | No | Yes | Yes |
| View users list | No | Their teams | Yes (account) |
| Invite / edit / remove users | No | Yes | Yes |
| Connect integrations | No | Yes | Yes |
| Bulk import teams and users | No | No | Yes |
| Account billing | No | No | Yes |
A few specific behaviours worth knowing:
- Managers and Admins join the "All Managers" Poppi group chat automatically when you invite them.
- Admins also join the "All Admins" Poppi group chat.
- Only Admins can open the bulk import pages (Import teams, Import users).
- The dashboard is hidden from Staff users entirely.
How team visibility works
On top of the role, Pilla limits what a user sees to the teams they belong to. The rule is simple:
- Staff and Managers only see data for teams they are a member of. They do not see other teams' workflow runs, users, or chats.
- Admins see every team in the account by default. They can voluntarily filter down using the team picker.
So a Manager who only belongs to "Kitchen Manchester" will only see workflow runs, users, and dashboards for that one team, even though their role lets them create new workflow templates and edit users in that team. If you want a Manager to see a team's data, add them to that team.
This applies to Admins too if they want fine-grained scoping. If you are an Admin and want to see only your home location, add yourself to that one team and the filters will narrow.
How to change someone's role
You change a role from the Users screen on web or mobile. The full steps are in the Managing users doc.
- Open the Users screen.
- Tap the user you want to update.
- Change the Role dropdown to Staff, Manager, or Admin.
- Tap Save.
The new role takes effect the next time their app loads. If you demote a Manager to Staff, they lose access to the manager features straight away.
Tips
- Default to Staff. Most people only need to run workflows and send messages, and you can promote them later.
- Promote one or two Admins per account. Admins have full account access including billing, so keep the list small.
- Add Admins to teams if they want narrower views. By default they see every team, which can be noisy in a big account.
- Role changes are immediate. There is no "pending" state, so double-check before changing someone from Admin to Staff.