Team member roles and permissions explained

WelcomeFlo has four roles: Owner, Admin, Editor and Viewer. This article covers exactly what each one can do — the same rules are enforced everywhere in WelcomeFlo, not just hidden in the interface, so this is a reliable reference for deciding who should have which role.

The short version

Owner — everything, including billing and deleting the account. There's always exactly one.
Admin — runs the team and every guide, but can't touch billing, payouts, or transfer ownership.
Editor — edits the guides they have access to (all, or a selected set). Can't manage the team, billing or integrations.
Viewer — sees the guides they have access to. Can't change anything, anywhere.

Editor and Viewer are always scoped to either all guides or selected guides — see Give a team member access to selected guides. Owner and Admin always have every guide; that isn't configurable.

Account and billing

Action	Owner	Admin	Editor	Viewer
View billing, invoices and payment method	✅	❌	❌	❌
Change plan, cancel subscription	✅	❌	❌	❌
Stripe Connect setup and payout/bank details for Extras	✅	❌	❌	❌
Delete the account	✅	❌	❌	❌
Transfer ownership to another member	✅ (initiates)	❌	❌	❌
Account-wide plan usage (e.g. "12 of 25 guides used")	✅	✅	❌	❌
Account settings (profile, password, general settings)	✅	Most, not billing	❌	❌

Billing, payouts and account deletion are deliberately Owner-only, even for Admins. If your Owner is unavailable and you need to update a payment method or set up payouts, they'll need to do it themselves or transfer ownership to someone who can.

Managing the team

Action	Owner	Admin	Editor	Viewer
Invite a team member	✅	✅	❌	❌
Change another member's role or guide access	✅	✅ (not the Owner's)	❌	❌
Remove a team member	✅	✅ (not the Owner)	❌	❌

Nobody can change the Owner's role or remove them — ownership only moves through Transfer ownership, which only the current Owner can start.

Guides

Action	Owner	Admin	Editor	Viewer
Create a guide	✅	✅	✅	❌
Edit guide content, design and settings	✅ (all)	✅ (all)	✅ (guides they have access to)	❌
Activate or deactivate a guide	✅	✅	✅ (guides they have access to)	❌
Delete a guide	✅	✅	❌	❌
Import content (Flo Importer, PDF/Word import) or export	✅	✅	✅ (guides they have access to)	❌
Upload or delete media (images, PDFs)	✅	✅	✅ (if they have edit access to every guide the file is used on)	❌

A selected-scope Editor can fully edit, activate/deactivate and import into the guides they've been given — but only the Owner or an Admin can permanently delete a guide, on any plan.

One nuance worth knowing: shared content libraries (the Home/Stay/Explore structure a library of guides can share — see Content libraries explained) can only be created, renamed or restructured by the Owner or an Admin. A selected-scope Editor can still write the guide-specific content inside a library, but can't restructure the shared library itself, even for guides fully within their own access.

Places, Extras and Flo tools

Action	Owner	Admin	Editor	Viewer
Add, edit or remove Places (local recommendations)	✅	✅	✅ (guides they have access to)	❌
Create and price Extras offers	✅	✅	✅ (guides they have access to)	❌
Accept, schedule and fulfil a guest's Extras request	✅	✅	✅ (guides they have access to)	❌
Cancel a paid Extras order (refunds the guest) or mark one unpaid	✅	✅	❌	❌
Change account-wide Extras settings (currency, tax)	✅	✅	❌	❌
Ask Flo, Flo Assistant, Flo Places, Flo Insights, Flo Suggestions/Translations	✅	✅	✅ (guides they have access to)	❌

Cancelling a paid order or marking one unpaid is kept to the Owner and Admin specifically because it moves money — an Editor can otherwise run Extras day-to-day (creating offers, accepting and fulfilling requests) for the guides they manage.

Integrations and guest communications

Action	Owner	Admin	Editor	Viewer
Connect, disconnect or configure Hostaway/Guesty	✅	✅	❌	❌
Map properties to guides, manage reservation sync	✅	✅	❌	❌
Create or edit guest communication templates and automations	✅	✅	❌	❌
View a reservation and its guest details (guides they have access to)	✅	✅	✅	✅
Copy a guide link, send a guide email manually, or revoke an invitation	✅	✅	✅ (guides they have access to)	❌

Connecting a PMS and setting up templates/automations is Owner/Admin work — it affects every reservation on the account. Day-to-day, an Editor with access to a guide can see its reservations and take action on them (send or resend the guide, revoke a link); a Viewer can see the same reservations but can't act on them.

Analytics

Owner and Admin see account-wide analytics across every guide. Editor and Viewer only see analytics for the guides they have access to — a selected-scope member never sees numbers for a guide they can't open.

Choosing roles in practice

Co-host or property manager running the whole account → Admin.
Someone who only manages one or two of your properties → Editor, selected guides.
A cleaner, contractor or client who should see a guide but never edit it → Viewer, selected guides.
Anyone who needs to touch billing or payouts → they need to be the Owner; there's no way to grant billing access without full ownership.