Roles and Permissions

CrownSync Playbooks uses a role-based access control system to manage what each team member can see and do within your organisation. Every member is assigned one of three roles: Owner, Admin, or Member. Roles are set when a member is invited and can be changed later by the Owner or any Admin.

Role Comparison

Capability	Owner	Admin	Member
View all playbooks	Yes	Yes	Yes
Edit all playbook sections	Yes	Yes	Assigned only
Add comments	Yes	Yes	Yes
Export PDFs	Yes	Yes	No
Print playbooks	Yes	Yes	Yes
Declare incidents	Yes	Yes	Yes
Start drills	Yes	Yes	No
Invite team members	Yes	Yes	No
Change member roles	Yes	Yes	No
Remove team members	Yes	Yes	No
Invite external collaborators	Yes	Yes	No
View audit log	Yes	Yes	No
Manage integrations	Yes	Yes	No
Edit organisation settings	Yes	Yes	No
Manage subscription and billing	Yes	No	No
Transfer ownership	Yes	No	No
Delete organisation	Yes	No	No

Owner

The Owner role has unrestricted access to every feature in the platform. Each organisation has exactly one Owner, who is the person who created the organisation during onboarding. The Owner is the only role that can manage subscription and billing details, transfer ownership to another member, or delete the organisation entirely.

Transferring Ownership

If the Owner needs to hand over control of the organisation, they can transfer ownership to any existing Admin from the Organisation Settings page. The previous Owner is automatically changed to an Admin role after the transfer completes.

Admin

Admins have broad access to manage the day-to-day operation of the organisation on CrownSync Playbooks. They can invite and remove team members, change roles, manage external collaborators, edit all playbook content, export PDFs, run drills, view the audit log, and configure integrations and organisation settings. The only capabilities reserved for the Owner are billing, ownership transfer, and organisation deletion.

Organisations typically assign the Admin role to IT managers, security leads, compliance officers, or anyone who needs full operational control without access to billing.

Member

Members have a focused set of permissions designed for day-to-day incident response work. They can view all playbooks, edit sections that have been assigned to them, add comments, declare incidents, and use the print view. Members cannot export PDFs, start drills, invite team members, or access the admin section.

The Member role is suitable for most team members who need to participate in incident response but do not need administrative access to the platform.

Changing Roles

To change a team member's role:

Navigate to Admin → Team
Find the member whose role you want to change
Click the role dropdown next to their name
Select the new role
Confirm the change

Role changes take effect immediately. The affected member does not need to sign out and back in. For more details on team management, see Team Management.