Team Roles

IndieBase uses a four-tier role system to give team Owners precise control over what each person can see and do — from full billing access through to crew-level patient record updates.

Overview

Every person in your team has one of four roles: Owner, Super Admin, Admin, or Member. Roles are set per team — someone can be a Super Admin in one team and a Member in another.

The roles are arranged in a clear hierarchy. Each tier includes everything the tier below can do, plus additional privileges on top.

Note for existing teams: if your team was set up before the four-tier system was introduced, your previous Admins have been automatically upgraded to Super Admin with no change in their permissions. Nothing they could do before has been taken away.

Role Summary

Important: The Admin role in IndieBase is deliberately narrower than you might expect from other systems. An Admin can run your operations day-to-day, but they cannot edit drug lists, hospital lists, intervention templates, custom panels, branding, or any team configuration. If someone needs that level of access, give them Super Admin instead.

Role Descriptions

Owner

The Owner is the person who created the team, or someone who has been explicitly given ownership. There is one Owner per team.

Owners can do everything Super Admins can do, plus:

• Manage the team's subscription and billing details
• View invoices and payment history
• Delete the team

Ownership can be transferred to another team member from the Team Settings billing area.

Super Admin

Super Admins have full operational and configuration access to the team. Assign this role to people who need to manage how the team is set up — not just how it runs day-to-day.

Super Admins can:

• Create, edit, and delete events, shifts, crews, jobs, and incidents
• Manage all team members — invite, remove, and change roles for anyone except the Owner
• Configure all team settings: drug lists, hospital lists, intervention templates, vehicles, venues, custom panels, branding, checklists, and patient feedback
• Access the Command Centre and all reporting

Super Admins cannot access billing (Owner only).

Admin

The Admin role is for people who run your operations but should not have access to team configuration or sensitive settings. This is the right role for event managers, duty controllers, and team leads.

Admins can:

• Create and manage events, shifts, and crews
• Create, edit, and close jobs and incidents
• Invite new Members to the team and remove existing Members
• Access the event pages, Control Room, and Command Centre

Admins cannot:

• Edit drug lists, hospital lists, intervention templates, or vehicles
• Manage custom panels, checklists, or team branding
• Change team configuration in any form
• Invite or remove Super Admins or other Admins
• Access billing or subscription settings

If an Admin needs to make a configuration change — for example, adding a new hospital to the list — they will need to ask a Super Admin or Owner to do it for them.

Member

Members are the crew on the ground. They access IndieBase through the mobile app (PWA) only — they do not have access to the Livewire-based event pages, control room, team settings, or admin portal.

Within the app, Members can:

• See the jobs assigned to their crew
• Update job details and status
• Create and complete patient records for jobs they are crewed on
• Record observations, drugs, interventions, and all other clinical data

Members cannot see jobs they are not crewed on, and they cannot access any administrative or configuration area of the system.

Event Admins

Event Admin is a separate capability grant that sits alongside team roles. It gives a Member or Admin elevated operational control over a specific event — without changing their overall team role.

An event's Event Admins can:

• Manage crew assignments within that event
• Update event-level settings and shift details
• Access event operational controls for that event only

Event Admin status is assigned per event, not per team. A Member who is an Event Admin for one event still has Member-level access everywhere else.

To add someone as an Event Admin, see Adding Admins to an Event.

Common Scenarios

"I want someone who can run events day-to-day but shouldn't be able to change drug lists or team settings." Give them the Admin role. They can create events, manage crews and shifts, add jobs, and invite new Members — but team configuration is off-limits.

"I need someone with full control over everything except billing." Give them Super Admin. They can configure the entire team and manage all members, just not the subscription.

"I have a paramedic who only needs to update patient records during events." Give them Member. They access the system via the app, see their crew's jobs, and can complete patient records. They won't see anything else.

"I want to give a crew member temporary control over a specific event." Keep them as a Member and make them an Event Admin for that event. Their access everywhere else stays the same.

"I have someone who manages team membership and events but I don't trust them with clinical configuration." Admin is the right fit. They can invite and remove Members, manage all event operations, but cannot touch drug lists, hospital lists, or any team settings.

Changing a Member's Role

Only Super Admins and the Owner can change team roles.

1. Navigate to Team Settings using the link in the sidebar.
2. Select the Members tab.
3. Find the member whose role you want to change.
4. Click the Manage button next to their name.
5. Select the new role from the Role dropdown.
6. Click Save to apply the change.

Role changes take effect immediately. The member does not need to sign out and back in — their permissions update on their next page interaction.

Who can change whose role

FAQ

Why can't my Admin edit the drug list? The Admin role is intentionally scoped to operational work only. Drug lists, hospital lists, intervention templates, and other configuration items require Super Admin access. This prevents accidental or unauthorised changes to clinical settings that affect everyone on the team. If your Admin regularly needs to make configuration changes, consider whether Super Admin is a better fit for their responsibilities.

My Admin says they can't invite another Admin — is that right? Yes, that is correct. Admins can only invite and remove Members. Inviting or removing Admins and Super Admins requires Super Admin or Owner access.

Can I have more than one Owner? No. There is one Owner per team. You can transfer ownership to another member from the billing area, but this removes it from you at the same time.

A Member can't see any events or jobs. What's wrong? Members only see jobs through the mobile app when they are assigned to a crew. They do not have access to the event pages in the web portal. Make sure they are assigned to a crew on the relevant event, and that they are signing in via the app (not the web portal directly).

What happened to the old Admin role? When the four-tier system was introduced, existing Admins were automatically renamed to Super Admin. Their permissions did not change — if they could do something before, they can still do it now. The only thing that changed is the name.

Can a Member become an Event Admin without being upgraded to Admin? Yes. Event Admin is a per-event capability, not a team role. You can assign Event Admin status to a Member for a specific event without touching their team role at all.

Tips & Best Practices

• Default to Member for new joiners. It is easy to elevate someone's role once you know how much access they need. Starting with Member keeps your configuration safe while they get familiar with the system.
• Use Admin, not Super Admin, for operational leads. Unless someone genuinely needs to change team configuration, Admin gives them everything they need to run events and manage crews.
• Audit your Super Admins periodically. Anyone with Super Admin access can change team configuration for all members. Keep the list short and review it when people leave or change roles in your organisation.
• Use Event Admin for temporary elevated access. Rather than upgrading someone's team role for a single event, use Event Admin status. It's easy to add and remove, and it doesn't affect their access elsewhere.

Related Features

• Adding Admins to an Event — granting per-event operational control
• Managing Team Members — inviting, removing, and managing team membership
• Team Settings — configuration areas only Super Admins and Owners can access