Every member of a workspace has one role: owner, admin or member. A deactivated member can't see the workspace at all.
Every check happens on Fifi's server, through one permission layer: you must be an active member of an active workspace, then have the role, then (for some actions) own the record. Hiding a button is only a convenience; the server refuses anyway.
Who can change roles: owners for anyone; admins for members and admins. See Workspaces and teammates.
The full table
✓ = allowed. "Own" = only records they own (or created, for tasks and drafts).
Records
| Action | Owner | Admin | Member |
|---|
| Create and edit contacts, companies, deals | ✓ | ✓ | ✓ |
| Delete contacts, companies, deals | ✓ | ✓ | Own |
| Undo a delete right away (10 minutes) | ✓ | ✓ | Own |
| Restore from Trash (30 days) | ✓ | ✓ | |
| See the Trash | ✓ | ✓ | ✓ (read-only) |
| Change a record's owner | ✓ | ✓ | Own |
| Create, edit and complete tasks | ✓ | ✓ | ✓ |
| Delete or reassign a task | ✓ | ✓ | Own (assignee or creator) |
| Log notes, calls, meetings | ✓ | ✓ | ✓ |
| Add photos to a timeline | ✓ | ✓ | ✓ |
| Add more photos to an entry | ✓ | ✓ | Author |
| Remove one photo | ✓ | ✓ | Uploader (on a completed service record: within 24 hours) |
| Delete photos (an entry, kept 30 days) | ✓ | ✓ | Author |
| Restore deleted photos from Trash | ✓ | ✓ | |
| Download all photos (ZIP) | ✓ | ✓ | |
| Edit a timeline entry or task note | Author | Author | Author |
| Delete a timeline entry or task note | ✓ | ✓ | Author |
| Create tags, tag contacts | ✓ | ✓ | ✓ |
| Rename, recolor, delete tags | ✓ | ✓ | |
| Fill in custom fields on a record | ✓ | ✓ | ✓ |
| Add, change, reorder, archive and delete custom fields; set a date field's reminder | ✓ | ✓ | |
| Import CSV | ✓ | ✓ | |
| Export a list as CSV | ✓ | ✓ | ✓ |
| Export everything (ZIP) | ✓ | | |
Email and campaigns
| Action | Owner | Admin | Member |
|---|
| Connect your own mailbox, send email | ✓ | ✓ | ✓ |
| Close or reopen a conversation in your own mailbox | ✓ | ✓ | ✓ |
| Turn open tracking on or off | ✓ | ✓ | |
| Set the business address | ✓ | ✓ | |
| Create a campaign draft, send a test | ✓ | ✓ | ✓ |
| Edit or delete a campaign draft | ✓ | ✓ | Own |
| Start, schedule, pause, cancel a campaign | ✓ | ✓ | |
| Resume a campaign | The person who started it ¹ | The person who started it ¹ | |
Reports and Ask Fifi
| Action | Owner | Admin | Member |
|---|
| Build, save, run, pin reports | ✓ | ✓ | ✓ |
| Edit or share a report | Report owner | Report owner | Report owner |
| Delete a shared report | ✓ | ✓ | Own |
| Turn Ask Fifi on or off | ✓ | ✓ | |
| Ask questions (when on) | ✓ | ✓ | ✓ |
| Ask Fifi to draft a campaign (when on; it saves a draft, never sends) | ✓ | ✓ | ✓ |
| See Ask Fifi's questions this month | ✓ | ✓ | ✓ |
| Add 50 more Ask Fifi questions (+$5) | ✓ | ✓ | |
| Action | Owner | Admin | Member |
|---|
| Set your own booking hours | ✓ | ✓ | ✓ |
| Create and edit booking types, change the booking address | ✓ | ✓ | |
| Move or cancel a booking | ✓ | ✓ | Own |
| Hand a booking to someone else | ✓ | ✓ | |
| See the seats and the calendar's Floor view | ✓ | ✓ | ✓ |
| Add, edit and delete seats | ✓ | ✓ | |
| Change a booking's seat | ✓ | ✓ | Own |
| Book an appointment for a client (Anyone free, or yourself) | ✓ | ✓ | ✓ |
| Book an appointment for someone else on the team | ✓ | ✓ | |
| Book outside working hours | ✓ | ✓ | |
| Book a repeating appointment (Anyone free, or yourself) | ✓ | ✓ | ✓ |
| Book a repeating appointment for someone else on the team | ✓ | ✓ | |
| Change or end a repeating appointment | ✓ | ✓ | Own |
| Change or end someone else's repeating appointment | ✓ | ✓ | |
| See forms, submissions, automations, run logs | ✓ | ✓ | ✓ |
| Create and edit forms and automations | ✓ | ✓ | |
| Export form submissions | ✓ | ✓ | |
| Get a texting number (when available) | ✓ | ✓ | |
| Send texts (when available) | ✓ | ✓ | ✓ |
Pets and boarding
| Action | Owner | Admin | Member |
|---|
| Add and edit pets and vaccinations | ✓ | ✓ | ✓ |
| Add, replace or remove a pet's photo | ✓ | ✓ | ✓ |
| Delete a pet | ✓ | ✓ | Pets of clients they own |
| Restore a deleted pet from Trash | ✓ | ✓ | Undo their own, right after |
| Add, edit, reorder and delete kennels | ✓ | ✓ | |
| Draw and change floor plans (shared with Online booking's seats) | ✓ | ✓ | |
| See floor plans and the Floor view | ✓ | ✓ | ✓ |
| Book, edit, confirm, check in, check out and cancel stays | ✓ | ✓ | ✓ |
Service records
| Action | Owner | Admin | Member |
|---|
| Write and complete records; print them; email the report to the customer | ✓ | ✓ | ✓ |
| Correct or void a completed record | ✓ | ✓ | |
| Delete a draft | ✓ | ✓ | Their own |
| Delete a completed or voided record (3 years after the service) | ✓ | ✓ | |
| Restore a deleted draft from Trash | ✓ | ✓ | |
| Products and technicians' applicator licences (Settings → Service records) | ✓ | ✓ | |
Loads
| Action | Owner | Admin | Member |
|---|
| Create, edit, duplicate and move loads; cover, deliver, cancel and reopen them | ✓ | ✓ | ✓ |
| Record Arrived and Departed at a stop; log check calls | ✓ | ✓ | ✓ |
| Type a new load's number; pick another member as its owner | ✓ | ✓ | |
| Delete a load | ✓ | ✓ | Their own |
| Delete a load that is or was delivered | ✓ | ✓ | |
| Restore a load from Trash | ✓ | ✓ | Their own, with Undo, for 10 minutes |
Invoices
| Action | Owner | Admin | Member |
|---|
| Create and edit drafts; send, mark as sent and resend; duplicate; print; copy the customer link | ✓ | ✓ | ✓ |
| Correct an issued invoice's details (terms, due date, notes, PO, email, billing address) | ✓ | ✓ | |
| Void an invoice (nothing paid); reset its customer link | ✓ | ✓ | |
| Record a payment; send a reminder | ✓ | ✓ | ✓ |
| Record a refund; void a payment | ✓ | ✓ | |
| Delete a draft | ✓ | ✓ | Their own |
| Restore a deleted draft from Trash | ✓ | ✓ | |
| Delete an issued or void invoice (7 years after issue) | ✓ | ✓ | |
| Settings → Invoicing (numbering, terms, tax, details, how to pay, automatic reminders) | ✓ | ✓ | |
| Export invoices or payments for QuickBooks; the names the file writes (Settings → Invoicing → QuickBooks) | ✓ | ✓ | |
| Connect, refresh or disconnect Stripe (Settings → Invoicing → Online payments); "View in Stripe" links | ✓ | ✓ | |
| Connect QuickBooks Online, choose its settings, retry what it refused (Settings → Integrations) | ✓ | ✓ | |
Media and social posts (Marketing)
| Action | Owner | Admin | Member |
|---|
| Upload, write notes, tag, record who's shown, make graphics, write and save posts | ✓ | ✓ | ✓ |
| Write posts and suggest notes with AI | ✓ | ✓ | ✓ |
| Move media or a post to the trash | ✓ | ✓ | Own |
| Restore media or a post from Trash | ✓ | ✓ | |
| Change a consent someone else set to "Declined" | ✓ | ✓ | |
| See and download media marked Don't use | ✓ | ✓ | One they declined for someone on, to change it (no picture) |
| Download all media | ✓ | ✓ | |
| Settings → Marketing (brand voice, colors, AI for marketing) | ✓ | ✓ | |
Workspace and team
| Action | Owner | Admin | Member |
|---|
| See members | ✓ | ✓ | ✓ |
| Invite members and admins | ✓ | ✓ | |
| Invite owners, change an owner's role | ✓ | | |
| Change roles between member and admin | ✓ | ✓ | |
| Deactivate or reactivate members | ✓ | ✓ (not owners) | |
| Make someone owner and step down | ✓ | | |
| See the activity log | ✓ | ✓ | |
| Change business type, modules, logo | ✓ | ✓ | |
| Change the workspace's colors | ✓ | ✓ | |
| Pick your own colors (every workspace) | ✓ | ✓ | ✓ |
| API keys and webhooks | ✓ | ✓ | |
| Rename the workspace | ✓ | | |
| Delete the workspace, cancel deletion | ✓ | | |
| Change the plan | Fifi staff | Fifi staff | Fifi staff |
Support tickets
| Action | Owner | Admin | Member |
|---|
| Open a ticket, see your own | ✓ | ✓ | ✓ |
| See every ticket in the workspace | ✓ | ✓ | Their own only |
| Reply to, solve, reopen or add a screenshot to a teammate's ticket | ✓ | ✓ | |
| Remove a screenshot | Their own | Their own | Their own |
| Download a ticket as a text file | Their own tickets | Their own tickets | Their own tickets |
| Chat with Fifi's support assistant | ✓ | ✓ | ✓ |
| Turn the support assistant on or off for the workspace | ✓ | ✓ | |
A deactivated member, anyone signed out and anyone in another workspace gets a plain "not found" for a ticket. See Getting support.
Rules worth knowing
- Every workspace keeps at least one active owner. Fifi refuses any change that would leave none.
- Members can edit anyone's records but only delete or reassign their own. This stops "reassign to myself, then delete".
- Deactivation is immediate. The workspace disappears from that person's sessions straight away. Their records stay. API keys they created are revoked for good.
- Suspended or deleting workspaces can't be used by anyone until they're active again.
- API keys act as the person who created them, limited to the access chosen. See API.
- Fifi staff (operators) can see a workspace's name, owner email, member count, status and Ask Fifi usage, but not its records. See Security overview.
¹ If the person who started a campaign has disconnected and deleted their mailbox, any owner or admin with a working mailbox of their own can resume it, and the rest goes out from their mailbox; after that, only they can resume it. Members can't. See Campaigns.
