People and roles

Round Robin has three levels of access: member, admin, and owner. You manage them in the dashboard at app.roundrobinbot.eu, under Settings → People & roles.

A free workspace has no roles at all — no members, no admins, no owners. Everybody can do everything: create a rotation, edit or delete any rotation including one they are not in, rotate it, change the workspace settings. Nothing on this page needs to be set up there, because there is nothing to grant. The Free plan’s two rotations and eight people are size limits, not permissions, and apply to everybody equally.

Roles arrive with Pro. If you granted them and later went back to Free they are kept, not deleted: they do nothing while the workspace is free, and come back exactly as they were if you upgrade again.

What each role can do

Each level adds to the one before it.

A member can:

• Use the rotations they belong to: rotate, set notes, set their own availability.
• Create rotations, and manage the ones they own.

An admin adds:

• See and manage every rotation in the workspace, private ones included.
• Workspace settings, integrations (PagerDuty, OpsGenie, Google Calendar, GitHub), and the usage history.
• Grant and remove the admin role.
• See what the workspace is charged, and download invoices.

An owner adds:

• Change the plan and the payment method, or cancel the subscription.
• Grant and remove the owner role.

A workspace can have as many admins and as many owners as you like.

Where the admin role comes from

On a Pro workspace, there are two ways to be an admin:

• From Slack. Anyone who is an admin or an owner of your Slack workspace is automatically an admin in Round Robin. This is read live from Slack: you cannot grant it or remove it here, only in Slack. Round Robin shows these people with a from Slack note next to their badge.
• Granted in Round Robin. On a Pro plan, any admin can give the admin role to somebody who is not a Slack admin, and take it back later.

Roles are attached to the Slack account, not to a dashboard login. Somebody can be given a role before they have ever signed in to the dashboard; the access is waiting for them when they do.

Give somebody a role

1. Open Settings → People & roles.
2. In the Admins & owners card, select Add admin (or Add owner, if you are an owner) and search for anybody in your workspace. The picker searches everyone in Slack, not only the people already listed here.

You can also change somebody’s role from their own page: open them from All people and select Change role.

Every change asks for a confirmation that spells out what the person gains or loses.

Change or take away a role

The menu next to the person — in the Admins & owners card, or under Change role on their own page — lists the three levels, with their current one ticked. Pick the one you want them on:

Pick	What it does
Member	Takes their access away. They keep only the rotations they belong to.
Admin	Manage the workspace, its rotations and its people, but not the subscription. Picking this for an owner leaves them a full admin without the subscription.
Owner	Everything an admin can do, plus the subscription.

Making somebody a member again needs whoever can manage the role they hold: an owner to demote an owner, an admin to demote an admin.

Two things are deliberately not possible:

• You cannot remove your own role. Losing access is somebody else’s decision, so you cannot lock yourself out by accident.
• You cannot remove the last owner. A workspace with no owner has nobody who can pay for it.

If the person is an admin of your Slack workspace, Member is not offered: dropping their Round Robin role would leave them an admin anyway, because Slack says they are one. Change that in Slack.

When somebody leaves the workspace

A role stays where it is when its holder leaves your Slack workspace. Round Robin marks them Left the workspace on this page so you can hand the role over and remove it.

If every owner of a paying workspace has left, nobody can manage the subscription any more. Any admin of your Slack workspace can then open Settings → People & roles and select Take ownership to recover it. This works only when no reachable owner is left, so it cannot be used to take a workspace from an active owner. On the Free plan there is nothing to recover, so the option does not appear.

The people list

Under the roles card, All people lists everybody Round Robin knows about in the workspace: everyone in a rotation, plus everyone holding a role. You can search by name, email, or Slack ID, and filter by role. Select somebody to see their details and the rotations they belong to.

This is not your whole Slack workspace

The list is not your whole Slack workspace. Somebody who has never been in a rotation and holds no role does not appear until they do.

Next steps

• Plans and billing — who can change the plan, and what Pro adds.
• Create a rotation — owners, members, and private rotations.
• How Round Robin works — role is one of the three things a rotation row tells you.