Roles and Permissions
Summary
FlightSense uses six organization roles to control what each user can see and do. Roles determine Admin Portal access, course management capabilities, and billing permissions. Roles are assigned per-user when adding or editing a member—there are no separate permission settings to configure.
Who this is for
- Owners and Admins who manage organization membership
- Chief Instructors who need to understand what their team can access
Before you begin
- You must have an Admin or Owner role to assign roles to other users
- Confirm your organization has available seats if adding new members
Steps
Viewing a member's role
- Open the Admin Portal
- Select Members from the navigation
- The role(s) appear in the Role(s) column for each member
Assigning or changing a role
- Open the Admin Portal
- Select Members
- Click Add Member to add a new member, or click a member's name to open their details overlay, then click Edit Member in the toolbar
- Choose a role from the dropdown
- Save changes
Available roles
| Role | Admin Portal Access | Can Manage Billing | Typical Use |
|---|---|---|---|
| Owner | Yes | Yes | Organization creator (one per org) |
| Admin | Yes | Yes | Front desk, operations managers |
| Chief Instructor | Yes | No | Chief flight instructors |
| Assistant Chief Instructor | Yes | No | Assistant chiefs, check airmen |
| Instructor | No | No | Line instructors |
| Student | No | No | Enrolled students |
What happens next
When you assign a role, that user immediately gains the associated capabilities:
Admin Portal roles (Owner, Admin, Chief Instructor, Assistant Chief Instructor):
- Access the Admin Portal dashboard
- View analytics and student progress
- Manage courses and lesson assignments
- View and record endorsements
Admin and Owner additionally:
- Access billing and subscription settings
- Manage organization profile and settings
Instructor and Student:
- Use the mobile app only
- No Admin Portal access
Common issues
| Problem | Cause | Solution |
|---|---|---|
| Can't remove or change the Owner | Owner role is system-controlled | Contact FlightSense support for ownership transfers. The Owner is assigned when the organization is created. |
| Add Member button is disabled | Seat limit reached | Upgrade your subscription or remove inactive members before adding new ones. |
| Can't change my own role | Self-role changes may be restricted | Another Admin or the Owner must change your role. |
| Member doesn't see the Admin Portal | Insufficient role | Instructors and Students do not have Admin Portal access. Change their role to at least Assistant Chief Instructor. |
| Chief Instructor can't access billing | By design | Only Owner and Admin roles can view or modify billing. |
How this works
FlightSense calculates permissions on the server based on each user's assigned role. The app checks these permissions to show or hide features—you cannot grant individual permissions separately from roles.
Multiple roles allowed: A user can be assigned multiple roles within your organization (e.g., Instructor + Admin). Permissions are additive—assigning multiple roles grants combined capabilities. Only one Owner can exist per organization.
Permissions are bundled: Each role includes a fixed set of capabilities. There are no granular permission settings.
Real-time updates: Role changes take effect immediately. Users may need to refresh their app to see changes.