Roles & Permissions

Understanding the role system in TaskCalendars.

Role Hierarchy

Roles determine what actions users can perform:

Permission	Admin	Preparer	Approver	Viewer
View tasks	Yes	Yes	Yes	Yes
Create tasks	Yes	No	No	No
Edit tasks	Yes	No	No	No
Delete tasks	Yes	No	No	No
Change task status	Yes	Yes	Yes	No
Approve tasks	Yes	No	Yes	No
Manage members	Yes	No	No	No
Change settings	Yes	No	No	No

Note: Preparers cannot create or edit tasks, but they can update task status (e.g., mark as In Progress, Completed, or Pending Approval if approval is required). This makes them ideal for team members who execute tasks but don’t need to modify task details.

Organization Roles

At the organization level:

Organization Admin - Manages billing, settings, and all members
Member - Regular access based on calendar/task assignments

Calendar Roles

Each calendar can have different member roles:

Members are added to calendars with a specific role
Role determines access within that calendar only

Task Roles

Tasks can have their own member assignments:

Primary Assignee - Main responsible person
Backup Assignee - Steps in if primary is unavailable
Approver - Signs off on completion

Changing Roles

Roles can be changed by admins:

Access the calendar or task settings
Find the member
Update their role
Changes take effect immediately

Best Practices