User Roles
Understand permission levels and access control for your AppReply.co workspace team members
AppReply.co uses a three-tier role system that balances security with productivity. Whether you’re setting up your first team or scaling a large review management operation, understanding these roles helps you give team members exactly the access they need.
The three-tier permission system
Every team member in your workspace has one of three roles: Owner, Admin, or Member. This hierarchy ensures sensitive functions stay protected while giving everyone the tools they need for effective review management.
The role system follows a simple principle: team members can access everything they need for their daily work, but administrative functions require appropriate permissions. This approach prevents accidental changes to critical settings while keeping review management accessible to everyone.
Role inheritance: Higher-level roles include all permissions from lower levels. Admins can do everything Members can do, plus administrative functions. Owners have all Admin capabilities plus billing and workspace management.
Owner: Complete workspace control
The Owner role represents ultimate authority over your AppReply.co workspace. There’s exactly one Owner per workspace—the person who created it or someone who received ownership through a transfer.
What Owners can do includes everything Admins and Members can accomplish, plus exclusive owner-only capabilities. Owners control billing and subscription management, can delete the entire workspace, transfer ownership to another team member, and manage sensitive integrations like app store API credentials.
When to use Owner role should be limited to the person ultimately responsible for the workspace—typically a business owner, project manager, or senior team lead. The Owner should be someone who will remain with the organization long-term and can handle financial and strategic decisions.
Owners carry significant responsibility because their actions can affect the entire team’s ability to work. Workspace deletion, billing changes, and integration modifications all require Owner permissions for good reason.
Owner responsibility: The Owner role cannot be revoked—only transferred. Choose carefully, as this person has the ability to delete the workspace and cancel billing, which affects the entire team.
Admin: Day-to-day management authority
Admins handle the operational aspects of your AppReply.co workspace. They have broad permissions for team management and workflow optimization without access to billing or workspace destruction capabilities.
Administrative capabilities include inviting new team members and setting their roles, managing automation rules and response templates, configuring app connections and integration settings, accessing analytics and performance data, and modifying workspace settings like branding and preferences.
What Admins cannot do provides important boundaries: they cannot modify billing or subscription details, delete the workspace or transfer ownership, access certain sensitive financial information, or make changes that would affect the workspace’s fundamental structure.
Ideal Admin candidates are team leads, customer success managers, or senior support staff who understand your review management strategy and can make day-to-day operational decisions. Admins should be trusted team members who understand your brand voice and response standards.
Multiple Admins: You can have multiple Admins in a workspace. This redundancy ensures administrative tasks can continue even when key team members are unavailable.
Member: Focused review management
Members represent your core review management team. They have everything needed for exceptional customer engagement without access to administrative functions that could disrupt team workflows.
Core Member capabilities include accessing all reviews from connected apps, creating and sending responses using AI assistance and templates, applying filters and using search to find specific reviews, viewing analytics and insights about review patterns, and saving personal templates and response strategies.
Member limitations are designed for security and workflow stability: Members cannot invite new team members or change existing roles, modify automation rules or workspace settings, access billing information or administrative analytics, or make changes to app store integrations.
Perfect for most team members who focus on daily review management tasks. Support agents, community managers, and customer success team members typically work most effectively as Members, with full access to review management tools but protection from accidental administrative changes.
Members can accomplish sophisticated review management including handling complex customer issues, building relationships through thoughtful responses, using advanced filtering and translation tools, and contributing to improved customer satisfaction metrics.
Choosing the right role for team members
Role assignment should match both responsibility level and long-term involvement with your review management strategy.
Start with Member role for most new team additions. This gives them full review management capabilities while protecting your workspace configuration. You can always promote Members to Admin status as they demonstrate proficiency and take on additional responsibilities.
Promote to Admin when team members need to manage operational aspects like automation rules, team invitations, or integration management. Good Admin candidates understand your brand voice, have experience with your review management processes, and can make decisions that affect team workflows.
Transfer ownership carefully only when the current Owner is leaving the organization or when business circumstances require a change in ultimate authority. Ownership transfers are permanent until another transfer occurs.
Role changes: You can modify team member roles at any time through the workspace settings. Role changes take effect immediately, giving team members their new permissions without requiring re-login.
Security implications of roles
Each role level includes security considerations that protect your workspace and sensitive information.
Member security focuses on review data access and response capabilities. Members can see all review data, which includes user feedback and potentially sensitive information about your app’s performance. Ensure Members understand appropriate data handling and confidentiality expectations.
Admin security extends to team management and integration access. Admins can modify automation rules that affect your brand voice, invite new team members who gain access to sensitive review data, and access app store integrations that connect to your developer accounts.
Owner security encompasses financial and business-critical functions. Owners control billing that affects service continuity, can delete workspaces containing valuable data and configurations, and manage integrations that could impact your app store presence.
Best practices for role management
Regular role reviews help ensure your team structure matches current needs and security requirements. Quarterly reviews of team member roles, responsibilities, and access levels help maintain security while supporting productivity.
Document role responsibilities clearly for your team. When everyone understands what their role allows and requires, they can work more effectively while maintaining appropriate boundaries.
Plan for succession by ensuring multiple team members can handle critical administrative functions. Cross-training Admins and maintaining clear documentation prevents workflow disruptions when key team members are unavailable.
Security-first approach means starting with minimal necessary permissions and expanding roles as team members demonstrate competency and take on additional responsibilities.
The role system in AppReply.co is designed to grow with your team while protecting the security and stability of your review management operations.