Team & Admin

Introducing Team Roles and Scopes: Granular Access Control for Your Organization

Learn how to set up different roles for team members and use scopes to control exactly what areas they can access in your AppGram organization.

As your team grows, managing who can do what becomes increasingly important. Today, we're diving deep into how roles and scopes work together in AppGram to give you complete control over team access.

The Challenge of Team Access

When you're a solo founder, access control is simple — you can do everything. But as your team expands, you need answers to questions like:

• How do I give our marketing team access to the changelog without letting them see support tickets?
• Can my support team access only the help center and support dashboard?
• How do I let stakeholders view the roadmap without seeing everything else?

This is where AppGram's role-based access control with organization scopes comes in.

Understanding Roles

Roles define what actions a team member can perform. AppGram provides four distinct roles:

Owner

The organization creator or designated owner. Owners have unrestricted access and are the only ones who can manage billing, delete the organization, or transfer ownership. Every organization needs at least one Owner.

Admin

Your go-to role for team leads and managers. Admins can invite and remove team members, manage integrations, and access API keys. They can do everything except billing and organization-level destructive actions.

Editor

Perfect for your day-to-day team members. Editors can create and modify content — manage feedback, update the roadmap, publish changelogs, respond to support tickets, and edit help articles. They're the workhorses of your product management workflow.

Viewer

Read-only access for stakeholders who need visibility. Viewers can see everything within their scope but cannot modify anything. Ideal for executives, clients, investors, or anyone who needs to stay informed without the risk of accidental changes.

Understanding Scopes

While roles control what a team member can do, scopes control which areas of the organization they can access. Think of scopes as the boundaries around a team member's dashboard.

Available Scopes

AppGram provides scopes for each major area of the platform:

• Feedback: Wishlist items, feature requests, and user feedback
• Roadmap: Roadmap planning and status updates
• Changelog: Release notes and product updates
• Support: Support tickets and customer conversations
• Forms: Forms and form submissions
• Surveys: Surveys and survey responses
• Help Center: Help articles and documentation
• Status Page: Status page and incident management
• Analytics: Reports and insights

Real-World Examples

Let's see how roles and scopes work together in practice:

Example 1: The Product Manager

Your PM needs to manage the product lifecycle end-to-end.

• Role: Editor
• Scope: Feedback, Roadmap, Changelog, Analytics
• Result: Can manage product planning and communication, but not support

Example 2: The Support Agent

Your support team needs to help customers and maintain documentation.

• Role: Editor
• Scope: Support, Help Center
• Result: Full access to support tickets and help docs, nothing else

Example 3: The Marketing Lead

Marketing needs to publish updates and manage communications.

• Role: Editor
• Scope: Changelog, Status Page
• Result: Can publish changelogs and status updates only

Example 4: The Executive Stakeholder

An exec wants visibility into product progress without the noise.

• Role: Viewer
• Scope: Roadmap, Analytics
• Result: Read-only access to roadmap and reports

Setting Up Roles and Scopes

Here's how to configure access for a new team member:

1. Navigate to Organization Settings from your sidebar
2. Click on the Team tab
3. Click Invite Member
4. Enter their email address
5. Select their Role from the dropdown (Owner, Admin, Editor, Viewer)
6. Configure their Scope by selecting which areas they should access
7. Click Send Invitation

Best Practices

Start with Least Privilege

Begin with the minimum access required and expand as needed. It's easier to grant additional scopes than to revoke them.

Match Scopes to Job Functions

Think about what each team member actually needs to do their job. A support agent doesn't need roadmap access, and a PM doesn't need to see every support ticket.

Regular Access Audits

Review your team member list quarterly. Remove access for people who've left and adjust roles/scopes as responsibilities change.

Document Your Access Decisions

Keep a simple record of why certain people have certain access levels. This helps with onboarding new admins and compliance requirements.

What's Next?

We're continuing to improve our access control features. Coming soon:

• Custom roles with fine-grained permissions
• Role templates for common team structures
• Access request workflows
• Detailed access audit logs

Get Started

Ready to set up your team? Head over to Organization Settings → Team and start inviting your team members with the right roles and scopes. For more details, check out our help articles on Understanding Team Members, Understanding Scopes, and Team Member Roles Explained.

Have questions about access control? Reach out to our support team — we're happy to help you set up the perfect team structure for your organization.