> ## Documentation Index
> Fetch the complete documentation index at: https://help.zarms.cloud/llms.txt
> Use this file to discover all available pages before exploring further.

# Roles and what they can do

> What the four roles (Owner, Manager, Member, and Guest) can do, the billing manager who can handle payments, and the permissions admins can restrict.

Everyone in a team has one **role**. Your role decides which boards you can see and what you can do. If you can't find a screen or a button, check your role first. Open the account menu in the top right. Your role is shown under your name.

## The four roles

| Role | In short |
| - | - |
| Owner | The person responsible for the team. Can do everything a Manager can, and can also make or remove owners |
| Manager | An admin. Can invite members, change roles, and change team settings |
| Member | A regular user. Can view and edit every board and card |
| Guest | For example, someone from outside your company. Can view and edit only the boards they're invited to |

Owners and Managers together are sometimes called "admins".

### Compare what each role can do

| Action | Owner | Manager | Member | Guest |
| - | :-: | :-: | :-: | :-: |
| View and edit every board and card | ○ | ○ | ○ | Invited boards only |
| Create boards and change board settings | ○ | ○ | ○ | × |
| View the directory, groups, and skills | ○ | ○ | ○ | × |
| Add people to the directory and create groups | ○ | ○ | ○ \* | × |
| Invite members and change roles | ○ | ○ | × | × |
| Open the admin console (Team settings) | ○ | ○ | × | × |
| Make or remove owners | ○ | × | × | × |
| Change the payment method or plan | ○ | If billing manager | If billing manager | × |
| Connect from an AI agent (OAuth) | ○ | ○ | When an admin allows it | × |
| Issue API keys | ○ | ○ | × | × |

\* If an admin has [restricted this permission](#permissions-admins-can-restrict), only Owners and Managers can do it.

For more about guests, see [Show guests only some boards](https://help.zarms.cloud/en/team/guests.md).

## Billing manager

Only Owners can change the payment method, check invoices, change the plan, and buy credits. If you want someone else to handle this, such as a person in accounting, make them a **Billing manager**. Billing manager is not a role. It's an extra duty you add to a Manager or a Member.

Only Owners can add or remove a billing manager. Open the member's details, check **Billing manager** in the **Access** section, and save. A billing manager can then open the **Billing** screen from the Settings menu. You can't make a Guest or an Owner a billing manager (Owners can already handle payments).

## Change a role

Who can do this: Owners and Managers (only Owners can make or remove owners)

**1. Open the member's details**

Open **Member** in the left nav and click the name of the person whose role you want to change.

**2. Choose a role**

In the **Access** section on the left, choose the new role. If you choose Guest, also choose at
least one board under **Boards they can open**.

**3. Save**

Click **Save changes**. A "Change access?" dialog shows what will change. Check it, then click
**Save changes**.

You can't make these changes:

* **A change that leaves the team with no owner**: You can't change the role of the last owner, or suspend their access. Make someone else an owner first.
* **Demoting yourself**: If you changed yourself to Member or Guest, you'd lose access to the admin console, so ZARMS doesn't allow it. Ask another admin to do it.
* **Changing the role of someone who hasn't joined yet**: You can change an invited person's role after they join. If you need to change it before then, revoke the invitation and invite them again.

## Permissions admins can restrict

Owners and Managers can limit the following actions to admins only, on the **Team settings** tab of the [admin console](https://help.zarms.cloud/en/admin/admin-console.md). They're all off at first, which means everyone except Guests can do them.

| Setting | When it's on |
| - | - |
| Limit creating, renaming, and deleting groups to admins | Only admins can create, rename, or delete groups. Anyone can still change who's in a group |
| Limit adding directory members to admins | Only admins can add people to the directory |
| Limit spreadsheet export to admins | Only admins can use **Export to Sheet** |
| Allow regular members to connect via MCP OAuth | Members can also connect from AI agents with OAuth (off at first) |

The same screen also has settings for who can copy the ZARMS referral link, and for turning off AI features for the whole team.


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