Roles overview

Learn what roles exist in Fluent, what each role is for, and how to choose the right access level for your team.

Roles: OwnersAdmins
Surfaces: Web app
2 min read Updated February 12, 2026

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]

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

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.
  • Permission matrix
  • Inviting users
  • Removing users
  • Audit/access logs overview