Every team member has a role. The role decides what they can see and change - from full control of the whole account down to just making and taking calls. Choosing the right role keeps your account secure and keeps everyday tasks simple for each person.
You set a person's role when you invite them, and you can change it any time under Organization → Team Members.
The four roles, from most to least access
| Role | Best for | What they can do |
|---|---|---|
| Admin | Owners, office managers and IT staff | Everything, including team members, numbers, devices, account settings, billing and closing the account. |
| Supervisor | Team or department leads | Day-to-day call handling plus the team list. Cannot change anybody's access or account settings. |
| User | Most employees | Use their own extension, voicemail, and calling features. The right choice for the majority of your staff. |
| Limited | Shared phones, lobby lines, seasonal staff | Basic calling with restricted access to settings. |
There is no Owner role and no Manager role.
Your role belongs to the organisation
If you belong to more than one ReliaRing account, you hold a separate role in each. The same sign-in can be an Admin of one and a User of another.
How to choose
A few simple rules cover most situations:
- Most people should be Users. They get everything they need to work without being able to change account-wide settings.
- Give Admin sparingly. Only people you trust to manage billing-adjacent settings, other users, and your phone system should be admins.
- Keep at least two Admins. Administrators cannot change their own role or remove themselves, so a second one is your way back in.
- Use Limited for shared or public phones where you don't want someone changing settings.
Change someone's role
- Go to Organization → Team Members.
- On that person's row, open the Role dropdown.
- Choose the new role.
The change takes effect immediately - they don't need to sign out and back in. You won't see the dropdown on your own row.
Why some menus differ between people
Because roles control access, two people may see a different portal. An admin sees the Phone System, Account, and Developer areas; a regular user sees their own calls, voicemail, and messages but not account administration. If a teammate says a page is "missing," it's usually their role - not a bug. Adjust their role if they genuinely need that access.
Security good practice
- Review who has Admin access a couple of times a year.
- Turn on two-factor authentication for admins (see the Security section).
- Downgrade or remove people the moment they change teams or leave.
Tip: When in doubt, start someone lower and raise their role if they ask. It's easier to grant access than to undo a mistake.