User Roles Explained

Every person in your Driive organization is assigned a role that determines what they can see and do. Choosing the right role keeps your data secure while giving each user the access they need to do their job.

The three roles

Admin

Admins have full, unrestricted access to everything in Driive.

What Admins can do:

View and manage all appointments across all team members
Access the full calendar with all team schedules
Create, edit, and delete appointment types
Create and manage teams
Invite new team members and change anyone's role
Deactivate team members
Manage organization settings (company info, branding, logo)
Access billing and subscription management
Configure integrations (Google Calendar, Outlook, CompanyCam, etc.)
Manage booking pages and routing forms
Access developer tools (API keys, webhooks)
View and manage all contacts

When to use it: Assign the Admin role to business owners, office managers, or anyone who needs full control over the platform. Most organizations have one to three Admins.

Member

Members have broad access to day-to-day operations but cannot change organization-level settings.

What Members can do:

View and manage appointments (create, edit, update statuses)
Access the full calendar and see all team members' schedules
View and manage contacts
View appointment types and booking pages (read-only)
Update their own profile, availability, and notification preferences

What Members cannot do:

Change organization settings (company info, branding, billing)
Invite or deactivate team members
Change anyone's role (including their own)
Manage integrations or developer tools
Create or edit appointment types
Create or edit booking pages

When to use it: Assign the Member role to dispatchers, schedulers, or senior technicians who need to see the full picture and manage appointments day-to-day, but don't need to change how the system is configured.

Restricted

Restricted users have the most limited access. They can only see their own data.

What Restricted users can do:

View appointments assigned to them
See their own calendar
Update their own profile and availability
View their own notification preferences

What Restricted users cannot do:

See appointments assigned to other team members
View the full team calendar
Access contacts, booking pages, or appointment type settings
Change any organization or team settings

When to use it: Assign the Restricted role to field technicians or subcontractors who only need to see their own schedule. This is ideal when you want to limit visibility — for example, preventing a subcontractor from seeing your full client list or other team members' appointments.

Role comparison at a glance

Capability	Admin	Member	Restricted
View own appointments and calendar	Yes	Yes	Yes
View all team appointments and calendar	Yes	Yes	No
Create and manage appointments	Yes	Yes	No
View and manage contacts	Yes	Yes	No
Update own profile and availability	Yes	Yes	Yes
Manage appointment types	Yes	No	No
Manage booking pages	Yes	No	No
Manage teams	Yes	No	No
Invite and deactivate members	Yes	No	No
Change member roles	Yes	No	No
Organization settings and branding	Yes	No	No
Billing and subscription	Yes	No	No
Integrations	Yes	No	No
Developer tools (API, webhooks)	Yes	No	No

How to change a user's role

Only Admins can change roles.

Go to Setup > Users.
Find the team member whose role you want to change.
Click on their name or the edit button to open their profile.
Select the new role from the Role dropdown.
Click Save.

The change takes effect immediately. The member's access updates the next time they load a page.

Important: You cannot change your own role. Another Admin must do it. This prevents accidentally locking yourself out of admin access. Driive also requires at least one Admin per organization, so you cannot demote the last remaining Admin.

Best practices

Start with fewer Admins — Give the Admin role only to people who truly need to manage settings and billing. You can always upgrade a Member to Admin later.
Use Restricted for field-only staff — If a technician only needs to check their schedule for the day, the Restricted role keeps things simple for them and secure for you.
Review roles periodically — As team members take on new responsibilities, their role may need to change. A dispatcher promoted to office manager might need Admin access.

Next steps

Inviting Users — Choose the right role when you send the invitation.
Managing User Profiles — Edit profiles, timezones, and preferences for any role.
Deactivating a User — Remove someone from the scheduling rotation when they leave.