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Understanding User Roles and Permissions

In teamSOS, roles and permissions define what each person in your organisation can see and do. There are three main roles — User, Announce, and Administrator — plus additional permissions that can be assigned for enhanced functionality.

👤 User Role

The User role is for general staff members who use teamSOS to raise and respond to incidents, receive alerts, and stay informed.

Users can:

  • Raise and respond to incidents.

  • Send and receive messages 

  • View announcements 

Optional permissions for users:

  • Announce access is granted via the dedicated Announce role (see below). Note: when managing an existing user in the teamSOS web app, this may still appear as an "Allow Announcements" toggle on the User account rather than a separate role selector — enabling it grants the same Announce capability.

  • Allow Chats: Enables the user to start and participate in chat conversations within teamSOS.

📣 Announce Role

The Announce role lets staff create and send announcements without requiring full Administrator access. Sending an announcement requires the Announce or Administrator role. During onboarding, new users can be assigned the Announce role directly; when managing existing users afterwards in the teamSOS web app, the same access may instead appear as an "Allow Announcements" toggle on the User account.

🛠️ Administrator Role

Administrators have full permissions to manage and personalise teamSOS for your organisation.

Administrators can:

  • Manage users, roles, and permissions.

  • Configure system settings and integrations.

  • Create and manage templates.

  • View and manage all incidents across the organisation.

  • Access all standard features: raise and respond to incidents, message, view announcements, and use the guidance and training area.

Additional administrator feature:

  • Within Announcements, administrators can create and send messages school-wide or to specific membership groups, allowing targeted communication across your organisation.

⚙️ Managing Roles and Permissions

Roles and permissions are managed through the User Management section of teamSOS. From here, Administrators can:

  • Add or remove users.

  • Change user roles (User, Announce, or Administrator).

  • Enable or disable the Allow Chats permission for a User, and assign/remove the Announce role (which may appear as an "Allow Announcements" toggle for existing users).

✅ Best Practice

  • Assign the Administrator role only to those who require full system control, but ensure you have more than one Administrator for backup and continuity.

  • Assign the Announce role and the Allow Chats permission thoughtfully to ensure communication remains clear and secure.

  • Review roles regularly to keep access appropriate as your organisation grows.