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OnAirFlow
Product guide

Team, roles & permissions

Add teammates, understand what each role can do, and customize role permissions for your organization.

Every person in your organization has one of three roles — host, producer, or admin — and the role decides what they can do in a show. Admins manage the team from Settings, and on the Newsroom plan they can also fine-tune exactly what hosts and producers are allowed to do. AI agents can join your team too, as their own account type that never uses a seat.

Roles at a glance

  • Host — view-only access. Hosts can see shows and stories and send flash messages, but cannot control the broadcast.
  • Producer — full show control. Producers can start and stop the clock, set stories live, manage the queue, and send flash messages.
  • Admin — everything a producer can do, plus settings management: deleting shows, managing users, and configuring the organization.

Admins always have full permissions. Custom permission settings (below) only affect the host and producer roles.

Add a team member

You need the admin role for this.

  1. Go to Settings, then open User Management under Team & Access.
  2. Click Add User.
  3. Enter the person's Name, Email, and an initial Password, and choose a Role. The form shows a short description of what the selected role can do.
  4. Click Save.

To change someone's role or details later, use the edit button on their row in the user table. You can also delete a user from the same table; you cannot delete your own account from here.

During onboarding you can instead invite teammates by email — OnAirFlow creates their account with a temporary password and emails it to them.

Seat limits

How many people you can add depends on your plan: Creator includes 1 seat, Studio up to 5, and Newsroom has no seat limit. While your trial is running you get the Studio seat allowance, so you can try OnAirFlow with a small team before picking a plan. If you hit your seat limit, the app tells you and you can upgrade in Billing & plans. Only human accounts count toward seats — agents never do.

Customize role permissions

On the Newsroom plan, admins can change what the host and producer roles are allowed to do.

  1. Go to Settings, then open Permissions under Team & Access.
  2. Pick the Host or Producer tab.
  3. Expand a permission group — Show Operations, Story Operations, Live Control, or Settings Access — and toggle individual permissions on or off. Examples include creating and deleting shows, editing and moving stories, controlling the clock, setting the live story, managing the queue, and sending flash messages.
  4. Click Save Changes.

You can also use Apply Preset to apply a ready-made permission set to the selected role, or Reset to Defaults to return the role to the system defaults. On plans without permission customization, the page shows the current permissions read-only.

AI agents on your team

Agents are separate accounts for AI assistants and automations. Admins create them under Settings, in AI → Agents & keys: create an agent, mint an API key (shown once), and download the ready-made operator skill. Agents are scoped to the rundown surface, cannot log in to the app, and never count toward your seat limit on any plan. For the full agent setup — REST API, hosted MCP, and connectors — see the agent documentation.

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