Tavora

Guide

Roles and permissions

Three system roles (Founder, Admin, Member), up to 20 custom roles per organization, 18 granular permissions. You build the structure that exists in your organization.

1System roles

Every organization has 3 system roles that cannot be deleted:

Founder — Everything. The owner of the organization: can transfer ownership or delete it. Only the founder appoints admins, renames the organization, changes its content language and installs role kits.
Admin — Has all 18 permissions without ticking them. Cannot manage other admins or the founder, and cannot do the actions reserved to the founder.
Member — Only the Everyone permissions (see below), plus the permissions of the custom roles you assign.

2Everyone permissions

The Everyone permissions are the ones that all members of the organization have by default, with no role needed. A new organization starts with zero permissions: regular members can’t do anything until you grant something, and the last screen of the creation flow reminds you with the 🛡 What members can do button. You can change them at any time from the organization home → 🎭 Roles → 🌍 Everyone permissions (founder and admins only).

Practical example: if you enable “Vote on proposals” in the Everyone permissions, all members can vote. If you disable it, only the founder, admins and people with a custom role granting that permission can vote. The change applies to everyone immediately.

For the most sensitive permissions (Manage members, Moderate members, Export data, Send announcements, Organization settings, Link groups, Manage Departments) the bot asks for confirmation before granting them to everyone and tells you how many members will get them: tap ✅ Yes, grant to everyone or cancel. Turning them off is still a single tap.

3Custom roles

You can create up to 20 custom roles per organization. Each role has:

  • A name (max 50 chars)
  • A standard or premium Telegram emoji
  • A set of permissions you choose

To create a role: organization home → 🎭 Roles → ➕ Create role → type the name, send the emoji → 🔐 Configure permissions. Only the founder and admins see this menu.

To give a role to several members at once: open the role from the 🎭 Roles list → 👤 Manage members → ➕ Add members → tick the people → ✅ Assign role. You can also give it to a single member from their card in Members.

You decide the order of the roles: in the 🎭 Roles list, tap a role once and move it with the ⬆️ ⬇️ arrows. A member’s first role is the one shown as their main role.

A member can have multiple roles at the same time: permissions add up, and there are no negative permissions. In a role’s 🔐 Edit permissions editor, the permissions already on in the Everyone permissions show a lock: “🔒 = inherited from all members (cannot be disabled)”. The role can neither grant nor remove them: you change them from 🌍 Everyone permissions.

4List of 18 permissions

  • Manage members — Add members and manage cards, notes, tags, fields and invites. Can grant or remove only roles they already hold, as long as those roles give no powers over members and aren't department manager roles. With /kick in groups, removes members from the organization and bans them
  • Moderate members — Opens the Members menu: sees members and cards, assigns existing tags and issues warnings. Cannot create tags/fields, cannot ban or remove (banning also needs “Manage members”)
  • Vote on proposals — Cast a vote on proposals
  • Create proposals — Create new proposals and agendas in the organization
  • Create agendas — Create Agendas inside a proposal: also requires «Create proposals» (turned on together)
  • Manage proposals — Manage proposals and agendas from other members
  • Create and work on tasks — Create tasks, apply for them and work on your own or assigned tasks
  • Manage tasks — Assign, delete and manage any task
  • Manage Departments — Create and organize departments: assigned groups, managers and per-department permissions
  • Manage requests — View and answer member requests and reports (Service desk). The CSV also requires «Export data»
  • Manage Forms — Create and manage Forms and view their responses. The files (PDF and CSV) also require «Export data»
  • Manage events — Create and manage events, calendar, RSVP and attendance
  • Manage Library — Add and manage Library resources, collections and Pages, and the organization AI. Gives access to all documents, restricted ones included, and to the AI answers about them
  • Manage Shifts — Open and manage shifts across ALL areas: create shifts and time slots, assign and remove people, copy weeks
  • Send announcements — Send broadcast messages to all members
  • Export data — Export organization data (PDF, CSV, TXT): proposals, votes, members, task PDF reports, Service desk and Forms files
  • Link groups — Link and unlink Telegram groups
  • Organization settings — Change the image, emoji, description and time zone (the name stays with the founder)
Inclusive permissions: “Manage proposals” also includes creating proposals, creating agendas and voting; “Manage tasks” includes “Create and work on tasks”. All the others are ticked separately. “Create agendas” requires “Create proposals”: turning it on turns that on too, and turning off the last proposals permission turns agendas off as well (unless “Create proposals” comes from the Everyone permissions). Banning, unbanning and the banned list need both “Moderate members” and “Manage members”; for /kick in groups “Manage members” is enough.

5Customize the system roles

From the 🎭 Roles menu you can customize the appearance of all three system roles — Founder, Admin and Member — by tapping one. Founder and Admin can be customized only by the founder; Member by admins too:

  • Change the display name (e.g. "President" instead of "Founder", "Treasurer" instead of "Admin", "Affiliate" instead of "Member")
  • Change the emoji (e.g. a premium emoji 🎓 instead of the crown 👑, or 🤝 instead of the default Member)
  • Restore the default values at any time

Useful for associations, parties and councils with formal titles. The 🎭 Ready-made role kits (see below) suggest titles like these (President, CEO, …) but don’t apply them: you set them yourself here.

6The ready-made role Kits

You don't have to invent your organization's roles from scratch: Tavora keeps 7 ready-made kits, tuned to different contexts — association/party, community staff, company, student council, editorial team, condominium, plus the neutral Standard one. A kit creates a set of custom roles typical of that context in one go.

Where: organization home → 🎭 Roles → 🎭 Ready-made role kits (founder only). You see a preview of the roles that will be created, then confirm.

  • The kit installs the roles only: it doesn’t touch the 🌍 Everyone permissions and doesn’t rename the system titles.
  • Existing roles are not deleted: those with the same name are skipped, and nobody loses the role they have.
  • If you go past the limit of 20 custom roles, the bot tells you how many fit and how many are left out.
  • Once installed, every role can be renamed, edited and deleted like any other.
Kits are not a step in the creation flow: you install them whenever you want, even on a running organization. If your context isn't one of the 7, start from the three system titles and create the roles you need one at a time.