Roles and permissions (LSP)

At a glance

• Use roles to grant least-privilege access (enough to do the job, nothing extra).
• Keep Owner/Admin roles limited to a small number of people.
• If someone needs “one extra thing,” avoid upgrading them to Admin—adjust permissions if supported. [Confirm in product]

Overview

Roles determine what a user can see and do inside a Fluent workspace. They’re designed to reduce risk (accidental changes, data exposure) and keep workflows clean as your team grows.

Before you start

• Decide who should be able to:
  • Manage users and roles
  • Change billing rules and rates
  • View reports and exports
  • Edit interpreter compliance docs
• If your workspace supports custom roles or permission overrides, document your standard internally. [Confirm in product]

Screenshot: User management page showing team members with their assigned roles

How roles typically map to real teams

Below are common role patterns (names may vary by workspace). Adjust based on how Fluent is implemented in your org.

Owner

Best for: Company/workspace owners
Typical access: Everything, including billing + security settings
Use sparingly: 1–2 people

Admin

Best for: Ops leaders and system administrators
Typical access: Most settings + user management
Use sparingly: Only those who truly need it

Scheduler / Dispatcher

Best for: People creating appointments and assigning interpreters
Typical access: Appointments + interpreter directory (limited settings)
Key rule: Should not automatically get billing or security access

Billing

Best for: AR/AP, invoicing, invoice exports
Typical access: Invoices, rates, billing contacts, exports
Key rule: Usually should not manage interpreters or scheduling rules

Compliance / Credentialing

Best for: Staff managing credentials and compliance documents
Typical access: Interpreter docs, expirations, compliance views
Key rule: Typically does not need billing or user admin

Read-only / Viewer (optional)

Best for: Stakeholders who need visibility without edits
Typical access: View schedules, reports, status dashboards
Key rule: Great for leadership visibility without risk

Choosing the right role (quick guide)

• If they schedule: Scheduler
• If they invoice: Billing
• If they manage docs/credentials: Compliance
• If they manage users/settings: Admin
• If they “just need to see”: Viewer

Permission matrix

The matrix below describes what each role can do in Fluent. Exact capabilities may vary by workspace configuration, but the structure is a recommended default.

Legend: ✅ = allowed, ⚠️ = limited/conditional, ❌ = not allowed
Notes: Anything marked [Confirm in product] should be verified against your current implementation.

Capability area	Owner	Admin	Scheduler	Billing	Compliance	Viewer
View appointments & calendar	✅	✅	✅	⚠️ (view only)	⚠️ (view only)	✅
Create appointments	✅	✅	✅	❌	❌	❌
Edit/cancel appointments	✅	✅	✅	❌	❌	❌
Assign interpreters	✅	✅	✅	❌	❌	❌
Offer-based scheduling	✅	✅	✅	❌	❌	❌
View interpreter directory	✅	✅	✅	⚠️ (limited)	✅	✅
Add/edit interpreter profiles	✅	✅	⚠️ (limited)	❌	✅	❌
Manage credentials & compliance docs	✅	✅	⚠️ (view)	❌	✅	❌
Manage rates & pay settings	✅	✅	❌	⚠️ (view)	❌	❌
View invoices	✅	✅	❌	✅	❌	⚠️ (view only)
Create/send invoices	✅	✅	❌	✅	❌	❌
Billing rules (minimums/rounding)	✅	✅	❌	✅	❌	❌
Mileage/travel billing rules	✅	✅	❌	✅	❌	❌
Exports (billing/payroll/reports)	✅	✅	⚠️ (limited)	✅	⚠️ (limited)	⚠️ (limited)
Workspace settings (org info, branding)	✅	✅	❌	❌	❌	❌
Language list management	✅	✅	⚠️ (limited)	❌	❌	❌
Template settings	✅	✅	❌	⚠️ (limited)	❌	❌
User management (invite/remove users)	✅	✅	❌	❌	❌	❌
Assign roles / change permissions	✅	✅	❌	❌	❌	❌
View audit/access logs	✅	✅	⚠️ (view only)	⚠️ (view only)	⚠️ (view only)	❌
Manage integrations	✅	✅	❌	❌	❌	❌

Notes & common variations

• Some workspaces allow Schedulers to edit interpreters (basic fields only).
• Some workspaces restrict Billing from seeing interpreter personal data.
• Some workspaces enable custom roles or per-user overrides. [Confirm in product]

Screenshot: Role assignment modal — selecting a role for a team member with a description of access level

Best practices

• Prefer role specificity over “everyone is Admin.”
• Review roles quarterly (or when staffing changes).
• If you’re not sure whether someone should have a permission, default to no and add later.
• Keep exports restricted—exports are the easiest way to leak data accidentally.
• Grant “edit” permissions only to roles that do that work daily.
• Use Audit logs to review changes after a role update or staff transition.

Related articles

• Managing team members
• Audit logs