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Understanding the role system in TaskCalendars.

Role Hierarchy

Roles determine what actions users can perform:

Permission Admin Preparer Approver Viewer
View tasks Yes Yes Yes Yes
Create tasks Yes No No No
Edit tasks Yes No No No
Delete tasks Yes No No No
Change task status Yes Yes Yes No
Approve tasks Yes No Yes No
Manage members Yes No No No
Change settings Yes No No No

Note: Preparers cannot create or edit tasks, but they can update task status (e.g., mark as In Progress, Completed, or Pending Approval if approval is required). This makes them ideal for team members who execute tasks but don’t need to modify task details.

Organization Roles

At the organization level:

  • Organization Admin - Manages billing, settings, and all members
  • Member - Regular access based on calendar/task assignments

Calendar Roles

Each calendar can have different member roles:

  • Members are added to calendars with a specific role
  • Role determines access within that calendar only

Task Roles

Tasks can have their own member assignments:

  • Primary Assignee - Main responsible person
  • Backup Assignee - Steps in if primary is unavailable
  • Approver - Signs off on completion

Changing Roles

Roles can be changed by admins:

  1. Access the calendar or task settings
  2. Find the member
  3. Update their role
  4. Changes take effect immediately

Best Practices

  • Follow least privilege — assign the minimum role needed for each team member’s function
  • Use Preparer/Approver to enforce segregation of duties — the same person should not be both preparer and approver on the same task
  • Assign Viewers for oversight — give managers, CFOs, and external auditors Viewer access so they can monitor close progress without altering task state
  • Review roles at each quarter-end — keep assignments current as team responsibilities shift