Roles and Permissions
Understand the three member roles and how to promote or demote users.
Roles and Permissions
HeadshotPro uses three roles within an organization: Owner, Admin (TeamLead), and Member (TeamMember). A fourth display-only label — Managed — applies to accounts the admin created directly rather than inviting via email.
How it works
Role overview
| Role | Label in UI | Description |
|---|---|---|
| Owner | Owner | The account that created the organization. Cannot be removed or demoted by other admins. Has full admin access. |
| Admin | Admin | A TeamLead with full access to the Admin panel — member management, invites, settings, profile picture templates, and billing. Multiple admins are supported. |
| Member | Member | A TeamMember. Can log in, complete their own headshot shoot, and access their personal results. Cannot access the Admin panel. |
| Managed | Managed | A Member whose account was created and is managed directly by an admin (no real email address). Behaves the same as Member in terms of permissions. |
Promoting a member to Admin
- Go to Admin > Settings > Roles (or the roles section of your admin settings).
- Enter the email address of the person you want to promote.
- Click Add admin.
What happens next depends on whether the person already has an account:
- Already in your organization — their role updates immediately to Admin and they receive an email notification.
- Has an account but not in your organization — an invitation is sent to their email. They must click the link to accept before the role takes effect.
- No account yet — an invitation is sent to their email. They create an account and join directly as an Admin.
Demoting an Admin to Member
- Go to Admin > Settings > Roles.
- Find the admin in the list and click Remove admin.
- Confirm the action.
The user's role changes to Member immediately. They retain their account and their headshots but lose Admin panel access.
Revoking a pending Admin invite
If an admin invite has been sent but not yet accepted, you can cancel it from Admin > Settings > Roles by clicking Revoke next to the pending invite.
Good to know
- You cannot remove yourself as an Admin.
- You cannot demote the organization Owner.
- There is no limit on the number of Admins in an organization.
- Role changes are logged in the organization activity log.
- When a member is removed from the organization entirely, their role resets to plain User — they keep their account but lose all organization access. See Removing Members.
Related
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