Roles & Permissions

NowRep uses a role-based permission system to control what each team member can see and do. Every member is assigned a role — either one of the five built-in system roles or a custom role created by your agency.

System Roles

NowRep includes five system roles arranged in a hierarchy. Higher roles can manage lower ones, but not the reverse.

Owner

Owners have unrestricted access to every feature in NowRep:

• Manage billing and subscriptions
• Create, edit, and delete custom roles
• Transfer account ownership
• Invite and manage all team members
• Access and modify all account settings

Multiple team members can hold the Owner role. However, only one person is the Primary Owner — typically the person who created the account. The primary owner has extra protections: they cannot be removed or deactivated, and only they can change the account name. See Primary Owner for details.

Admin

Admins have full access to all feature modules (talents, events, packages, boards, directory, media, portfolios) including the ability to delete records. They can also:

• Manage team settings (logo, timezone, talent attributes, email templates, booking settings)
• Invite new team members and assign them the Member or Viewer role
• Deactivate, reactivate, and manage members below their level
• Access Talent Portal settings

Admins cannot manage billing, create or edit custom roles, or assign the Owner or Admin role to others.

Member

Members have full create-and-edit access across all feature modules:

• Create and edit talents, events, packages, boards, portfolios, and media
• Manage contacts and companies in the directory
• Use bulk operations and drag-and-drop on booking boards
• Send packages to clients

Members cannot delete records (talents, events, packages, boards, contacts, media), access account settings, or manage team members.

Viewer

Viewers have read-only access to everything in NowRep. They can browse talents, view events on the calendar, check the booking board, and review packages — but they cannot make any changes.

The interface adapts for viewers: create buttons, action menus, edit options, and bulk selection controls are hidden entirely, giving a clean read-only experience.

Talent

The Talent role provides self-service access through the Talent Portal — a dedicated interface separate from the main workspace. Talents can view and update their own profile, check their calendar, and manage their documents and portfolio media.

Note: The Talent Portal is currently a placeholder. The full portal experience is planned for a future update. Talent accounts are managed separately through Settings > Talent Portal, not the Members page.

What Each Role Can Do

Feature Access

Administration Access

Settings Pages

Note: Members and Viewers do not see the Settings link in the sidebar. If they navigate to a settings page directly, they see a friendly "Access Denied" message with options to return to the dashboard.

Who Can Manage Whom

Role management follows the hierarchy — you can only manage team members with a lower role than your own.

Additional rules:

• You cannot change your own role
• The Primary Owner cannot be removed or have their role changed by anyone
• Nobody can assign a role equal to or higher than their own

Custom Roles

If the five system roles don't match your team structure, the account owner can create custom roles with hand-picked permissions.

How Custom Roles Work

• Custom roles are specific to your agency — each account manages their own
• They sit at hierarchy level 3 (Standard) or level 4 (Limited), between Admin and Talent
• The owner selects exactly which permissions the role gets from a categorized checklist
• Changes to a custom role take effect immediately for all members assigned to it

Creating a Custom Role

1. Go to Settings > Roles
2. Click New Role in the Custom Roles section
3. Enter a name (lowercase letters, numbers, and hyphens only — for example, senior-booker)
4. Add an optional description
5. Choose a hierarchy level:
   • Level 3 — Standard: Same level as Member. Can be managed by Admins and above
   • Level 4 — Limited: Same level as Viewer. Can be managed by Members and above
6. Select permissions from the grouped checklist
7. Click Create Role

Note: The role name cannot be changed after creation. Choose a clear, descriptive name that reflects the role's purpose.

Available Permissions for Custom Roles

When creating or editing a custom role, permissions are organized into groups. You can select individual permissions or use the group-level checkbox to select all permissions in a category.

Billing management, role management, and site integration settings are always reserved for owners and admins and cannot be assigned to custom roles.

Example Custom Roles

Editing a Custom Role

1. Go to Settings > Roles
2. Click the pencil icon next to the custom role
3. Update the description, hierarchy level, or permissions
4. Click Save Changes

Changes apply immediately to all members who hold that role.

Deleting a Custom Role

1. Go to Settings > Roles
2. Click the trash icon next to the custom role
3. If any members are assigned to this role, select a replacement role for them
4. Confirm the deletion

All affected members are automatically reassigned to the replacement role before the custom role is deleted.

Viewing Roles

The Settings > Roles page displays two sections:

• System Roles — The five built-in roles with their permission details. Click any role to expand and see its full permission list. System roles cannot be modified or deleted.
• Custom Roles — Any roles your agency has created, with options to edit or delete them.

Each role row shows the role name, hierarchy level, number of permissions, and how many members currently hold that role.

Related Pages

• Members & Seats — Invite members, assign roles, and manage seats
• Subscription & Billing — Manage your plan and billing details
• Account Setup — Initial team setup and configuration