Rool uses a two-level role system to give you fine-grained control over who can do what. The first level is the organization role, which determines a person's overall access across your organization. The second level is the account role, which controls what a person can do within specific branches (or locations, stores -- whatever your organization calls them).
This guide explains each role, what it allows, and how roles are assigned.
Organization Roles
Every member of your organization has exactly one organization role. There are three roles, listed from most access to least.
Admin
Admins have full control over the organization. This is the role assigned to the person who creates the organization.
What Admins can do:
Access all branches and their content, regardless of account assignments
Create, edit, and publish posts to any branch
Bypass approval workflows -- Admin posts never need to wait for approval
Invite and remove team members
Change team members' roles
Assign and unassign people from branches
Manage organization settings, including billing
Create and manage branches
Upload to and manage the shared organization asset library
Create and manage folders and tags
Every organization must have at least one Admin. Rool prevents the last Admin from being removed or demoted.
Editor
Editors have the same day-to-day content capabilities as Admins, but without access to organizational administration.
What Editors can do:
Access all branches and their content, regardless of account assignments
Create, edit, and publish posts to any branch
Bypass approval workflows -- Editor posts never need to wait for approval
Upload to and manage the shared organization asset library
Create and manage folders
Fulfill content requests from branch members
What Editors cannot do:
Invite or remove team members
Change team members' roles
Manage organization settings or billing
Assign people to branches
Editors are ideal for HQ content managers or agency staff who need to work across all branches without worrying about admin settings.
Member
Members have a more focused view. They can only see and work within the specific branches they have been assigned to.
What Members can do:
View and create content for their assigned branches
Upload assets to their assigned branches' asset libraries
Submit content requests to the HQ team
Participate in approval workflows for their branches
What Members cannot do:
See content or branches they are not assigned to
Access the shared organization asset library (upload or manage)
Bypass approval workflows -- their posts follow the normal approval process
Invite team members or change roles
Manage organization settings
When a Member is invited, they are typically assigned to one or more specific branches at the same time (see Account Roles below).
Account Roles (Branch-Level Access)
Account roles come into play for Members who are assigned to specific branches. When an Admin assigns a Member to a branch, they also choose an account role for that assignment. A single person can be assigned to multiple branches, potentially with different roles on each one.
There are two account roles:
Manager
Managers are the local leads for a branch. They can create and edit posts for their branch and manage the branch's asset library. If another team member is also assigned to the same branch, Managers can see and edit that person's posts as well.
Contributor
Contributors can create posts for their branch, but they can only edit their own posts -- not posts created by other people on the same branch. They can upload assets to the branch library.
Note: Admins and Editors do not need account-level assignments. Their organization role already gives them access to every branch. Account roles only apply to Members.
How Roles Are Assigned
During Onboarding
When you first set up your organization, the onboarding wizard lets you invite team members and choose a role for each one. If you invite someone as a Member, you can also assign them to specific branches and choose their account role at the same time.
After Onboarding
Admins can manage roles at any time from the team settings area:
Changing an organization role -- Open a team member's profile and select a new role from the dropdown. If you promote a Member to Editor or Admin, they will automatically gain access to all branches.
Assigning a Member to a branch -- Go to the branch's settings and add the person, choosing either Manager or Contributor as their account role.
Removing a branch assignment -- Go to the branch's settings and remove the person. They will lose access to that branch's content.
Via Invitation
When inviting a new team member by email, the invitation form lets you set their organization role and, for Members, their branch assignments. When the person accepts the invitation, all of these settings are applied automatically.
Approval Workflows
Some branches can be configured to require approval before posts are published. How this interacts with roles:
Admins and Editors bypass approval entirely. Their posts go straight through without needing review.
Members (both Managers and Contributors) follow the normal approval process. When they create a post for a branch that has approval turned on, the post goes into a review queue for an Admin or Editor to approve.
This means your HQ team (Admins and Editors) can publish freely, while branch-level content goes through a quality check before it goes live.
Quick Reference
Capability |
Admin |
Editor |
Member (Manager) |
Member (Contributor) |
|---|---|---|---|---|
Access all branches |
Yes |
Yes |
Assigned only |
Assigned only |
Create posts |
Yes |
Yes |
Yes |
Yes |
Edit others' posts (same branch) |
Yes |
Yes |
Yes |
No |
Bypass approval |
Yes |
Yes |
No |
No |
Upload to org asset library |
Yes |
Yes |
No |
No |
Upload to branch asset library |
Yes |
Yes |
Yes |
Yes |
Manage folders |
Yes |
Yes |
Yes (own branch) |
No |
Submit content requests |
Yes |
Yes |
Yes |
Yes |
Fulfill content requests |
Yes |
Yes |
No |
No |
Invite and manage team |
Yes |
No |
No |
No |
Manage organization settings |
Yes |
No |
No |
No |
Assign members to branches |
Yes |
No |
No |
No |
Tips
Start with fewer Admins. Most organizations only need one or two Admins. Use the Editor role for people who need full content access without administrative responsibilities.
Use branch assignments strategically. Assigning Members to only the branches they manage keeps their view focused and reduces the chance of posting to the wrong location.
Manager vs. Contributor depends on trust level. If someone should be able to edit posts created by their teammates at the same branch, make them a Manager. If they should only manage their own posts, Contributor is the right fit.