Understanding Roles and Permissions

Franchise Systems Ai (FS Ai) controls what each team member can see and do through a few separate settings: organization access level, billing access, and per-brand permissions.

This article explains what those settings are, what each one controls, and how access is assigned.

Organization access level vs. brand team membership

Organization access level and brand team membership are separate things in FS Ai, and they do different jobs.

Organization access level: the base permission setting. It decides what a person can see and do across the platform.

Brand team membership: this shows who is on a brand's team, and their sales assignability for that brand. On its own, it does not grant or restrict any platform access.

Keep these separate. Brand team membership alone doesn't change a person's permissions, billing access and per-brand permissions are separate controls, covered below.

Organization access levels

Every member of your organization has one of two access levels.

Admin: broad permissions across the organization, including inviting other users and managing organization settings. Billing access is a separate toggle, so an Admin does not automatically get it (see below).

Member: limited permissions. Members cannot invite other users or manage organization settings. An admin can grant a member specific brand permissions after they accept their invitation. The invitation steps are covered in How to Invite Users.

You set the access level when you invite someone, and you can change it at any time afterward.

To view or manage it, click your profile picture at the bottom of the sidebar, select Settings, and open the Members page under Organization.

The Members page lists everyone in your organization in a single list. A search box and a role filter narrow it down.

Each row shows a Role control reading Admin or Member. Use it to change someone's access level.

A kebab menu on each row gives you View profile and Remove from organization. People you have invited but who have not yet joined show up in a separate Pending invites card below the list, with options to resend or revoke the invite.

Billing access is separate

Billing is controlled by its own toggle, not by the access level.

When you invite someone, the Billing access toggle in the invite form decides whether they can see invoices and manage payment methods.

You can also turn billing access on or off later from the Billing toggle on their row on the Members page.

A person can be an Admin without billing access, or a Member with it. The two settings are independent.

Brand team and sales assignability

Open the Team & Access page under Brand in your settings to see your Brand Team list.

Each member's row shows a status tag, Auto Assigned or Manually Assignable, based on their sales assignability setting for that brand.

The page also has a Sales assignability section showing whether each member is set to Automatic, Manual, or Off for that brand. This is the same setting a member chooses for themselves from their own profile. See Auto and Manual Lead Assignment for what each option controls.

There is no invite button in this section. All invitations happen at the organization level.

How access is assigned

Access in FS Ai is assigned to each person individually.

You grant an access level to one person at a time, and any brand or feature access is applied per person.

There is no way to grant permissions to a whole department or group at once. If you want several finance staff to have the same access, you set each person up individually.

Location access is also assigned per person. It is not scoped by region or by a saved list of locations.

To change what someone can access, adjust their access level, or ask an organization admin to do it.

Next steps

• Add someone to your organization: How to Invite Users
• Understand the structure behind these settings: What Is an Organization?, What Is a Brand?
• See how brand access affects what you can view: Multi-Brand View