What's the Difference Between an Owner, Admin, and Member in Calilio?

Managing your Calilio workspace effectively requires understanding the different user roles and their permissions. Calilio offers three distinct roles—Owner, Admin, and Member each with specific access levels designed to maintain security while enabling team collaboration.

This guide explains the key differences between these roles and what each can or cannot do in your Calilio account.

Overview of Calilio User Roles

Owner Role

Complete Access to Everything

The Owner has unrestricted access to all features in Calilio without any limitations.

Key characteristics:

• Full control over the entire Calilio account
• Access to all features, settings, and configurations
• Can perform any action within the platform
• Highest level of authority in the account

Protected Status

Admin and Member cannot make any changes to the Owner:

• Cannot delete the Owner account
• Cannot modify Owner permissions
• Cannot remove Owner from the workspace
• Cannot restrict Owner's access to any features

The Owner's account is completely protected, ensuring the primary account holder always maintains full control.

What Owner Can Do

• Access all Calilio features without restrictions
• Manage all users (add, edit, delete Admins and Members)
• Purchase, port, and delete phone numbers
• Configure all settings and preferences
• Access billing, subscriptions, and payment methods
• Manage workspace settings and name
• Invite members to the workspace
• Toggle auto-record calls
• Access live call monitoring
• Configure wallet settings including low balance alerts and auto-recharge
• View numbers assigned to all members
• Perform any administrative action

Admin Role

Same Features as Owner with One Exception

Admins have the same accessibility features as the Owner but with one critical limitation:

Admin cannot delete the Owner

This is the primary difference between Admin and Owner roles. Otherwise, Admins have full access to manage the Calilio workspace.

What Admin Can Do

Full Access Includes:

• Access all Calilio features
• Purchase, port, and delete phone numbers
• Configure workspace settings and preferences
• Toggle auto-record calls
• Access live call monitoring in dashboard
• Change workspace name in overview
• Invite members to the workspace
• Access subscription and payment method settings
• Manage wallet including low balance alerts and auto-recharge features
• View numbers assigned to all members
• Configure all calling and messaging features

User Management Powers:

• Delete other Admins
• Unassign numbers from other Admins
• Add or remove Members
• Modify Member permissions
• Manage team assignments

What Admin Cannot Do

Only One Restriction:

• Cannot delete the Owner - This is the sole limitation preventing Admins from having complete account control

Admins can manage all other users including other Admins, but the Owner account remains protected.

Member Role

Limited Access to Basic Features

Members have restricted access compared to Owner and Admin roles. They can use Calilio for daily communication tasks but cannot access administrative or advanced features.

What Members Cannot Access

Members do not have access to the following features:

Number Management Restrictions

Cannot see numbers assigned to other members

• Members only view numbers assigned to them
• Cannot see the full number inventory
• Limited visibility to their own assigned numbers

Cannot purchase a phone number

• No access to number purchasing feature
• Cannot buy new local or toll-free numbers

Can port numbers but cannot purchase

• Members can port existing numbers they own
• Porting is allowed, but buying new numbers is not

Cannot delete a phone number

• No permission to remove numbers from the account
• Cannot delete even their own assigned numbers

Call Feature Restrictions

Cannot toggle auto-record calls

• No access to call recording settings
• Cannot enable or disable automatic call recording
• Recording settings controlled by Owner/Admin only

Don't have access to live call monitoring section in dashboard

• Cannot monitor active calls in real-time
• No visibility to live call monitoring features
• Cannot supervise or listen to ongoing calls

Workspace Management Restrictions

Cannot change workspace name in overview

• No permission to modify workspace settings
• Workspace name changes restricted to Owner/Admin

Cannot invite members

• Cannot add new users to the Calilio account
• No access to member invitation features

Billing and Payment Restrictions

Don't have access to "subscription" and "payment method" in settings

• Cannot view subscription plan details
• Cannot modify payment methods
• No access to billing information
• Cannot upgrade or downgrade plans

Wallet Restrictions

Can load wallet but do not have access to toggle low balance and auto-recharge features

• Members can add funds to their wallet
• Cannot enable/disable low balance alerts
• Cannot configure auto-recharge settings
• Limited to basic wallet loading only

What Members Can Do

While Members have restricted administrative access, they can still:

• Make and receive calls using assigned numbers
• Send and receive SMS and MMS messages
• Access the Unified Callbox for conversations
• View their own call history and statistics
• Manage their assigned contacts
• Add notes and tags to contacts
• Use assigned communication features
• Load wallet funds
• Participate in Power Dialer campaigns (when assigned)
• Update their personal profile settings

Quick Role Comparison: Key Feature/Permissions

Frequently Asked Questions

• Can an Admin become an Owner?

Only the current Owner can transfer ownership to an Admin. This makes the Admin the new Owner and converts the previous Owner to an Admin role.

• Can a Member request Admin access?

Members should contact the Owner or an existing Admin to request role changes. Role assignments should be based on job responsibilities and actual need.

• Why can't Members see other members' phone numbers?

This is a security and privacy feature. Members only need to see and use numbers assigned to them, preventing unauthorized access to other numbers.

• Can Members participate in Power Dialer campaigns?

Yes, Members can participate in campaigns when assigned by Admins, but they cannot create or manage campaigns themselves.

• What's the difference between porting and purchasing a number?

Purchasing means buying a new number from Calilio's inventory. Porting means transferring an existing number you already own from another provider. Members can port but not purchase.

• Why can Members load wallet but not configure auto-recharge?

Members can add funds for their communication needs, but auto-recharge and low balance settings are administrative functions reserved for Admins and Owners to prevent unauthorized spending.

Conclusion

Understanding Calilio's three user roles helps you assign appropriate permissions to your team:

Owner: Complete access to everything, protected from deletion by others

Admin: Same features as Owner except cannot delete the Owner

Member: Limited to essential communication features, cannot access administrative functions

Assign roles based on actual job requirements:

• Need full account control? → Owner (only one)
• Need administrative capabilities? → Admin (2-4 trusted users)
• Need to make calls and communicate? → Member (most of your team)

Following the principle of least privilege—giving users only the access they need—ensures better security and prevents accidental changes to critical settings.

Questions about roles? Contact Calilio support available 24/7.via the live chat box for assistance with role assignments and permissions.

Updated on: 14/10/2025