Owner / Manager / Captain / Crew / Vendor / Guest — what can each do?
Which actions are gated by role.
Roles rank guest < vendor < crew < captain < manager < owner, but a higher role does not always hold every key a lower one does: a captain can change an incident's status and change a checklist while it is running, which a manager cannot until given Owner authority, and a vendor sees the work orders on the systems shared with them, which crew do not. Specific abilities below. These are the keys each role starts with: the owner, or a manager for keys they hold, can give one person more or take some away — see Doors and keys.
Steps
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Owner
Everything. Billing, vessel transfer, vendor management, role assignment, approvals, member invites, vessel setup edits, trip control, observation control.
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Manager
A Manager outranks a Captain but is not an Owner. Until the Owner delegates Owner Authority, a Manager cannot delete members, systems, trips or archived observations, cannot grant a Captain's edit toggle or a Captain's invite permission, cannot reassign tasks, cannot edit playbooks, and cannot change an incident's status. Even with Owner Authority, only an Owner can delegate it, grant vendor sign-off, invite an Owner or another Manager, or open Backup & Restore and Vessel Transfer. Useful for a captain-of-captains, an admin, or a co-owner who's day-to-day on the boat.
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Captain
Full operational control: create/edit trips, run playbooks, log observations and issues, log fuel and maintenance, invite a guest (crew and vendors only while the Owner's "Allow this captain to invite crew and vendors" permission is switched on and still live — revoked, or past its window, and those two stop), email vendors, assign vendors to work orders. Can edit Vessel Details — name, homeport, dimensions — under Settings → Vessel Setup, which is closed to vendors and guests. The Tank Alerts, Engine Alerts and NMEA Bridges screens — and a vendor card — stay read-only until the Owner switches on that captain's Captain Edit toggle, and Backup & Restore and Vessel Transfer are Owner-only.
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Crew
Task-level: tick tasks, log observations at any urgency, Cosmetic through Safety, check off playbook items, attach photos. Cannot create or edit trips, and cannot edit systems or stowage unless the Owner grants a temporary elevation. Crew see the boat's name and her safety gear list (the float plan's Safety Gear section) as the owner, captain or manager set them, and cannot change them.
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Vendor
Vendors are scoped contractors with permissions per-card, not per-role, and there are two doors for two jobs: invite one from Member Users when they will use theONE on their own phone — three tabs, Mission Control, Observations and More; or keep the company under Vendors and assign it to a work order, which reaches them by email with no invite at all. On the More tab a vendor's hamburger carries one group, Help — Help Center and Take the tour. On the Mission Control and Observations tabs the hamburger has no Help row at all. A vendor never sees the captain's menu.
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Guest
Aboard for one trip, not crew. A charter passenger, a friend, family. On their own phone a guest sees that trip, their own guest card and the trip's messages to the crew — nothing else: no logbook, no observations, no maintenance, no costs, no documents, no crew details. They can change their own card and send the crew a message, and nothing else. The owner, the captain or the manager invites them for a trip; a captain needs no invite permission for a guest. Their access ends when the trip does. A guest never uses the web portal.
Related
- Invite crew or a co-ownerAdd people who help run the boat.
- Bring a guest aboardHow to add someone who is aboard but is not crew.
- A guest messaging the crewHow a guest aboard asks the crew for something, and where it lands.
- Doors and keys — who can open whatEvery part of a boat's record sits behind a door. Each person holds the keys their role gives, plus any the owner — or a manager, for keys they hold — adds or takes away.