> ## Documentation Index
> Fetch the complete documentation index at: https://dronelist.io/docs/llms.txt
> Use this file to discover all available pages before exploring further.
# Team Management
> Invite team members, assign roles, and manage your crew across projects and missions
# Team Management
dronelist.io is built for teams. Invite pilots, observers, and back-office staff to your organization, assign roles that control what they can access, and manage their credentials, insurance, and availability from one place.
## Roles
Every team member has a role that determines their permissions across the organization. Roles are hierarchical — each level includes everything below it.
| Role | Permissions |
| ---------- | ---------------------------------------------------------------------------------------------------- |
| **Owner** | Full access including organization deletion and ownership transfer. One per organization. |
| **Admin** | Can manage organization settings, invite and remove members, and change member roles (except Owner). |
| **Member** | Can access organization resources — projects, CRM, fleet, invoicing, and more. |
| **Viewer** | Read-only access to the organization. Cannot create or modify any data. |
Only Owners and Admins can invite new members, change roles, or remove team members. Only the Owner can promote someone to Admin or delete the organization.
***
## Invitations
Bring new people onto your team with email invitations.
Go to **Team** and click **Invite Member**. Enter the person's email address and select the role they should have.
The invited person receives an email with a link to join your organization. If they already have a dronelist.io account, they land on an acceptance page. If not, the link takes them to registration first.
Once accepted, the person appears as an active member on your Team page with the role you assigned.
You can **resend** or **cancel** pending invitations from the Team page. Cancelled invitations invalidate the link immediately.
***
## Team page
The Team page lists every member and pending invitation in your organization. For each person you can see:
* Name and email
* Role (Owner, Admin, Member, Viewer)
* Status (Active or Invited)
* Date they joined
Use the search and filter controls to find specific members. Admins and Owners can change roles, resend invitations, or remove members directly from this list.
***
## Member detail view
Click any team member to open their detail page. This gives you a full view of their profile organized into five tabs:
| Tab | What it shows |
| ---------------- | ----------------------------------------------------------------------------------------------- |
| **Overview** | Contact info, role, location, flight hours, experience, and profile completeness |
| **Assignments** | [Projects](/docs/features/projects) and missions this person is assigned to, with their crew roles |
| **Credentials** | Licenses, certificates, waivers, and other qualifications — with status and expiration tracking |
| **Insurance** | Insurance policies on file — type, provider, coverage amounts, and expiration dates |
| **Availability** | Working hours, timezone, and calendar integration for scheduling |
### Admin-as-delegate editing
Admins and Owners can manage credentials and insurance on behalf of team members directly from the member detail view. Changes made by an admin create a change request that the team member can review. This is useful for onboarding new pilots or keeping compliance records up to date without requiring each person to log in.
***
## Project and mission crew roles
When you assign team members to [Projects](/docs/features/projects), each person gets a **project crew role** that describes their function:
| Project Role | Description |
| ------------------ | ----------------------------------------------------- |
| **Lead** | Project lead responsible for overall coordination |
| **Pilot** | Drone pilot assigned to fly operations |
| **Observer** | Visual observer supporting safe flight operations |
| **Data Processor** | Handles post-flight data processing and deliverables |
| **Member** | General team member with no specific operational role |
When a project creates missions, team members can also be assigned **mission-level crew roles** that align with FAA operational requirements:
| Mission Role | Description |
| -------------------------- | ------------------------------------------------------ |
| **Pilot in Command (PIC)** | FAA-designated remote pilot responsible for the flight |
| **Visual Observer (VO)** | Maintains visual line-of-sight with the aircraft |
| **Payload Operator** | Operates camera, sensors, or other payload equipment |
| **Ground Crew** | On-site support for takeoff, landing, and logistics |
| **Member** | General mission participant |
Project roles automatically map to mission roles when you copy a project team to a mission, but you can adjust them manually. For example, a "Pilot" at the project level starts as "Member" at the mission level — you upgrade them to "PIC" for each specific flight.
***
## Schedule view
The Availability tab on each team member's detail page shows their working hours and calendar availability. If they have connected Google Calendar, you can see busy times overlaid on their schedule. This helps you plan missions and assign crew without conflicts.
For more on how availability and calendar settings work, see [Business Profile](/docs/features/business-profile).
***
## Tips
Assign the most restrictive role that still lets the person do their job. You can always upgrade later. Most team members should be **Member** — reserve **Admin** for people who need to manage settings or invite others.
Use the member detail view to monitor expiration dates for credentials and insurance across your team. Expired credentials show a warning badge, making it easy to spot compliance gaps before they become problems.
Assign crew roles at the project level when you build your team, then refine at the mission level. This keeps your project plans organized and makes it easier to see who is responsible for what during operations.
Before adding someone to a mission, check their Availability tab. If they have Google Calendar connected, you can see their real schedule — not just their general working hours.