User Permissions: What Each Access Right Allows
Understand the 20 access rights, the permissions included within other permissions, and the checks to make before granting or narrowing a teammate’s access.
Access rights control which parts of Office a teammate can use. The choices are not all independent: some permissions include other permissions. Review the whole combination, the assigned extension and the messaging numbers before considering a user's setup complete.
Where to review permissions
- Confirm the location at the top of Office.
- Open Settings → Users.
- Choose Add User for an invitation, or open the edit action for an existing person.
- Find Access rights. The question-mark button beside each permission explains its scope.
The 20 access rights in the Office user form.
How included permissions work
Business Administrator is the broadest choice and includes the other rights. Full Worker includes several working permissions, which may include further rights of their own. For example, Call Administrator includes Phone Numbers Administrator and Contact Administrator; Calendar Administrator includes Contact Administrator.
When Office marks a related box automatically or makes it unavailable for individual editing, review the broader permission that includes it. Removing a single narrower selection does not establish that access is gone while another selected permission still provides it.
Important: Full Worker includes AI Administrator. AI Administrator includes AI Wallet management according to the on-screen help. Review this separately from Billing Administrator; lack of invoice-administration access is not a reason to ignore AI Wallet access.
Access-rights reference
The descriptions below follow the help shown in the user form. Availability can also depend on the account and enabled services; assigning a permission does not activate an unavailable product.
The form may show further automatically included boxes beyond the short help description. Review the actual saved selection. In particular, do not treat an included Calls - Own Extension Only box as overriding broader Call Administrator access.
| Permission | Access and included rights |
|---|---|
| Business Administrator | Full account access. Includes the other access rights below; use it for people who need broad administration. |
| Full Worker | Calling, messages, faxes, calendars and AI. Includes Call Administrator, Texting Administrator, Fax Administrator, Calendar Administrator and AI Administrator. Does not grant Billing Administrator or user administration. |
| Voicemail Administrator | Access business voicemail, listen to and download audio. Includes Phone Numbers Administrator and Contact Administrator. |
| Phone Numbers Administrator | Manage features in phone-number configuration, including forwarding, SMS notifications and auto-reply settings. Its help lists no additional included access. |
| User Administrator | Create, edit and delete users. Its help lists no additional included access. |
| Call Administrator | Make calls, access call details and listen to or download recordings. Includes Phone Numbers Administrator and Contact Administrator. Does not by itself grant texting or fax access. |
| Calls - Own Extension Only | Make and receive calls and access the assigned extension’s own call history. Review broader call permissions before relying on this scope. |
| Delete Calls | Permission to delete call records. Review the action and its consequences before granting or using it. |
| Call Analytics | The help describes call transcription analysis. This is distinct from Reports Administrator and scheduled email recipients. |
| Call Active | Access associated with active calls. Review the actions offered by the active-call screen for your account. |
| Texting Administrator | Send and receive text messages. Includes Phone Numbers Administrator and Contact Administrator. Review the user’s assigned SMS/MMS numbers separately. |
| Group Messages Administrator | Send messages to multiple contacts, manage contact lists and create message orders. |
| Delete Text Messages | Permission to delete text messages. It should be a deliberate choice for people responsible for managing those records. |
| Fax Administrator | Send and receive faxes. Its help lists no additional included access. |
| Calendar Administrator | View calendars, schedule events and manage appointment confirmation, cancellation and rescheduling. Includes Contact Administrator. |
| AI Administrator | Access Conversational Agents, Knowledge Bases, AI Tools and Call Intelligence; view AI usage and manage the AI Wallet. The help states that Voice Agents require Business Administrator. Feature availability is separate from permission. |
| Contact Administrator | Create, edit and delete contacts. Its help lists no additional included access. |
| Reports Administrator | Read team performance reports: clients attended by each agent, first-reply waiting time and people who did not receive a reply. Reports can identify individual clients. This does not include Business Administrator. |
| Blocked Numbers Administrator | Block numbers from calling the business and unblock them. Its help lists no additional included access. |
| Billing Administrator | Manage billing information. Review this separately from AI Administrator and its AI Wallet access. |
Choose by responsibility
- Person handling their own calls: start by reviewing Calls - Own Extension Only and the assigned extension. Check whether broader call access is also present.
- Person answering texts: review Texting Administrator and the SMS/MMS numbers they should use. Its included number-configuration and contact access are part of that decision.
- Team supervisor: review Reports Administrator for client-response performance. This is different from choosing who receives a scheduled call report by email.
- Bookkeeping contact: decide whether the person needs portal billing access or only needs to be listed as a billing contact. Those are separate settings.
- Owner or manager: use broad administration only when their responsibilities require it.
These are starting points, not preset roles that Office applies automatically. Choose the combination for the person's actual duties and verify it with them.
Save and check the result
- Review the full selection and any automatically included or disabled boxes.
- For an existing user, click Save changes. For a new user, finish the invitation workflow.
- Reopen the saved user and confirm the permissions and extension.
- Have the person sign in again if their current session still shows the previous menus, then check the intended features and data scope.
- Check messaging-number assignments separately. A visible feature menu is not proof that the user can use a particular number or see only the intended records.
If access is too broad or something is missing
Confirm the location and the correct user first. Review broader permissions and their included rights before adding more boxes or granting Business Administrator. If the saved selections and the person's actual access disagree, send Support the feature name, location, relevant permission names and the observed result. Use a private support channel and hide customer details in screenshots.
Do not use a delete permission to test whether it works on real records. A permission grants an action; it does not describe retention, recovery or all consequences of performing that action.