Roles & Permissions
Every team member in Fundament has a role. Roles control what each person can see and do within the organization.
The role names Owner, Member, and User can be renamed on request by the Fundament team, so they match the terminology the organization uses (for example “Office” or “Jury”).
Role overview
| Role | Level | Typical person |
|---|---|---|
| Owner | Organization | The person responsible for the organization |
| Member | Organization | Active team member who reviews applications |
| User | Organization | Voters, such as external jury members |
| Applicant | Portal | External person submitting an application |
What each role can do
Owner
Owners have full access to their organization and see the whole navigation. In addition to everything Members can do, they can:
- Configure forms (application statuses, checklists, portal texts, settings)
- Manage team members and user groups, edit the organization details and logo
- Configure portal settings
- Manage automations, email templates, system emails, and SMTP settings
- Create and evaluate polls and export votes
- Request revisions (release fields for revision)
- Assign applications to polls and folders, manage folders
- Reassign applicants and use the Applicants address book
- Manage budgets and see the finance overview (Finances module)
- View modules and express interest in them
Member
Members see only Applications in the navigation. They can:
- View, edit, and archive all applications
- Create new applications
- Change application statuses and check off checklist items
- Leave comments and manage tags
- Vote, provided they belong to an assigned group
- Send emails to applicants (individually and as a batch operation)
- Export application data
- Create custom columns
- Record approved amounts and payments (Finances module)
Members cannot request revisions and cannot manage forms, team settings, automations, email templates, or polls.
User
Users are voters. They can:
- See only the applications assigned to them through a poll; to do so, a poll must first be selected in the application list
- Cast their own vote and change it until the poll ends, optionally with a comment on the vote
- See internal fields that are marked as public
They see no comments, no history, no tags, and no fields hidden from voters. The guide for this role is under Voters.
Applicant
Applicants can:
- Fill out and submit forms through the portal, save and delete drafts
- View their own submitted applications and download them as PDF
- Submit revisions and further form parts when requested
- Invite other people to their draft with the Co-authors module
Changing a team member’s role
Owners can change a team member’s role at any time under Organisation → People (Change Role).
Platform administration
Independent of these roles, the Fundament team has accounts with administration rights across all organizations, for example to activate modules. Organizations cannot grant such rights themselves.