Roles & Permissions

Flokan uses a workspace-scoped, role-based permission system with no hardcoded role names. Instead of fixed "admin" or "member" roles, you create custom roles tailored to your team's structure and assign granular permissions to each role. This gives you complete control over who can do what in your workspace.

How It Works

The permission system has three layers:

1. Roles — Named collections of permissions (e.g., "Editor", "Designer", "Manager")
2. Permissions — Individual capabilities (e.g., access to boards, ability to create boards)
3. Assignments — Each workspace member is assigned exactly one workspace role

When a member tries to perform an action, Flokan checks whether their role includes the required permission. If it does, the action proceeds. If not, the action is blocked (or the UI element is hidden entirely).

Creating Roles

1. Navigate to Settings → Roles & Permissions
2. Click Create Role
3. Enter a role name that describes the function (e.g., "Editor", "Thumbnail Designer", "Channel Manager", "Production Lead")
4. Select which permissions to grant this role
5. Save

You can create as many roles as you need. Common role structures for YouTube teams:

Permission Reference

Feature Access Permissions

These control which features appear in the sidebar and are accessible to the member:

Board-Level Permissions

These control specific actions within boards:

Administrative Permissions

Two-Layer Access Control

Many features require both a permission and a plan-level feature to be active:

1. Plan-based access — Is this feature enabled for the workspace? This depends on the subscription plan. For example, Automations might not be available on the Free plan.

2. Role-based access — Does the member's role include the required permission? Even if a feature is enabled for the workspace, a member can only use it if their role grants access.

Both layers must be satisfied. If the feature is enabled but the member doesn't have the permission, they won't see it. If the member has the permission but the feature isn't on their plan, they also won't see it.

Board-Level Permissions

In addition to workspace roles, each board has its own member list with board-specific permissions. This means:

• A member can have workspace-level access to boards but only be a member of specific boards
• Board permissions like editing descriptions and managing lists are checked at the board level
• A member needs both workspace membership and board membership to interact with a board

This layered model lets you have team-wide features enabled while still controlling access to individual boards.

Editing Roles

Click any role in the Roles & Permissions page to edit it:

• Rename — Change the role's display name
• Add/remove permissions — Toggle individual permissions on or off
• Delete — Remove the role entirely (members must be reassigned first)