User Permissions

Overview

TestKase provides a comprehensive role-based access control (RBAC) system that lets you manage who can view, create, edit, and delete testing artifacts across your organization and its projects. Whether you are running a small QA team or coordinating across dozens of stakeholders, TestKase gives you the tools to enforce the right level of access for every team member.

At its core, the permission system is built around four built-in roles that cover the vast majority of collaboration patterns in modern software testing. Each role comes with a sensible set of default permissions. The User role's permissions can be further customized on a per-project basis to match your team's exact workflow, while Owner, Project Admin, and Guest permissions remain fixed.

Users are managed at the organization level and then granted access to individual projects. This two-tier model means you invite someone once, and then control which projects they can see and what they can do within each project.

Role Types

TestKase ships with four built-in roles. Each role is designed for a specific type of participant in your testing workflow. The Owner, Project Admin, and Guest roles have fixed permissions. The User role's permissions can be customized per project (see Configure Permissions for details).

Owner

The Owner role represents the highest level of authority in TestKase. There is exactly one Owner per organization. The Owner has unrestricted access to every project, every setting, and every administrative function. Owner permissions cannot be limited or overridden through the permissions configuration UI.

• Full control over organization settings, billing, and subscription.
• Can create, archive, and delete projects.
• Can invite and remove any user and change any user's role.
• Can configure permissions for all other roles.
• Can transfer organization ownership to another user.
• Has access to all testing artifacts (test cases, cycles, plans, requirements, defects, reports) across every project.

Project Admin

The Project Admin role is designed for team leads, QA managers, and senior engineers who need full control within specific projects but do not require organization-level administrative access.

• Full control over all testing artifacts within assigned projects.
• Can manage project-level settings: integrations, custom fields, notification preferences.
• Can invite users to the project and change roles within the project.
• Can configure permissions for the User role within their projects.
• Can import and export test cases, generate reports, and manage CI/CD integrations.
• Cannot modify organization-level settings, billing, or subscription.
• Cannot delete the project itself (only the Owner can do this).

User

The User role is the standard role for active QA engineers, developers, and other team members who contribute to day-to-day testing work. Users can create and modify testing artifacts but have limited administrative and destructive capabilities by default.

• Can create, edit, and clone test cases, test cycles, test plans, requirements, and defects.
• Can execute test cycles and record results.
• Can add attachments and comments to test cases.
• Can view reports and dashboards.
• All permissions are enabled by default but can be restricted by an Owner or Project Admin via the permission configuration page.
• Cannot manage project settings, integrations, or team members.

Guest

The Guest role is designed for stakeholders, clients, product managers, and other observers who need visibility into testing progress but should not modify any data.

• Read-only access to test cases, test cycles, test plans, requirements, and defects.
• Can view reports, dashboards, and execution history.
• Cannot create, edit, delete, or execute any artifacts.
• Cannot access project settings or team management.
• Ideal for external stakeholders who need audit or compliance visibility.

Role Comparison

The following table provides a high-level comparison of the four roles and their default capabilities:

Next Steps

• User Management -- Invite team members, manage roles, and handle user onboarding and offboarding.
• Permissions Matrix -- The complete permissions reference for all roles and how to configure them.
• Organization Management -- Manage organization-level access, project-level overrides, and ownership transfer.
• Best Practices & FAQ -- Guidelines for secure team management and answers to common questions.