FlowHawk uses two organization‑level roles to determine what a user can see and do: Organization Members and Organization Managers. This article explains what each role means and how it affects access to workflows, cases, rooms, reporting, and administrative tools.
Organization Members
Organization Members are the standard users in FlowHawk. Most people in your organization will have this role.
What Organization Members Can Access
Cases they are added to
Members can view or edit cases where they have been manually added as a:Case Admin
Default Follower (Configured in the Workflow Builder)
Rooms they are added to
They can see and participate in Rooms connected to cases they have access to based on their default follower group membership(s), create new Rooms, and be added to Rooms unrelated to cases.Notifications, tasks, and chat
Members receive updates for cases or Rooms they follow.Dashboards
Members can view the OR Dashboard and Vessel Tracking.
What Organization Members Cannot Access
Admin Portal
They cannot access reports, user management, or workflow creation tools.Workflow Builder
Members cannot create or edit organization workflows.All Dashboards
Members cannot view additional dashboards or custom dashboards.
Organization Managers
Organization Managers have elevated permissions that allow them to manage users, data, and workflows across the entire organization.
Core Capabilities of Organization Managers
Access to the Admin Portal, which includes:
Case Reports
Room Reports
Organization‑wide user management
The Workflow Builder (for organizations on the Premium Plan)
Create and manage Teams
Create new Teams used to determine default follower groups
Add or remove members from teams
What Managers Can Do
Approve or deny Pending Members
Managers receive email notifications when a new user chooses their organization during signup.Search and manage Approved Members
They can select any user in the organization to manage access or remove them.Create Default Case Access for specific users
This allows a user to automatically:View or edit all cases, or
View or edit cases with specific tags
Remove or deactivate users
They can remove a user from the organization or fully disable the user’s FlowHawk account.
Who Should Be an Organization Manager
You should assign the Manager role only to users who need organization‑wide control, such as:
Staff responsible for workflow design or reporting
Program leaders
QA or compliance staff
Operations or IT administrators
Comparing the Two Roles
Action or Capability | Organization Member | Organization Manager |
View/edit only assigned cases | ✔️ | ✔️ |
Participate in Rooms | ✔️ | ✔️ |
OR Dashboard | ✔️ | ✔️ |
Vessel Tracking | ✔️ | ✔️ |
All Dashboards | ❌ | ✔️ |
Approve new members | ❌ | ✔️ |
Access Case & Room Reports | ❌ | ✔️ |
Manage user access | ❌ | ✔️ |
Create new Teams | ❌ | ✔️ |
Use Workflow Builder (Premium only) | ❌ | ✔️ |
Remove or deactivate users | ❌ | ✔️ |
Which Role Should You Assign?
Assign Organization Member to the majority of your staff who only need access to the cases they work on.
Assign Organization Manager sparingly—only to users who should manage workflows, permissions, reporting, or organization‑wide settings.