KTF Messenger Permissions
Not everyone on your team needs the same level of access to the Messenger. KTF lets you control exactly what each team member can see and do in Messages — from just viewing conversations, to replying, to blocking phone numbers — using Security Groups.
If you haven't already, we recommend reading Using the Messenger and Messenger Settings first, since this article assumes you're familiar with how the Messenger works day to day.
Getting to Security Groups
Click Team in the left sidebar.
Click Security Groups.
This screen lists every role at your shop, along with its Type, Description, and how many Members currently have that role.
System roles are the built-in KTF roles — Business Owner, Company Manager, Location Manager, Artist, Receptionist, and Booth Renter. These come standard with KTF and cannot be edited directly.
Custom roles are ones you or your team have created, usually by cloning a System role and adjusting specific permissions (like the "Artist (with Full Messaging)" example).
If you want to change a System role's permissions
Since System roles can't be edited directly, click the copy icon next to the System role you want to start from (or Clone from within that role's page) to duplicate it as a new Custom role. You can then edit permissions freely on your new Custom copy without affecting the original System role.
To build a brand-new role from scratch instead, click Create Group in the top right.
Only team members who themselves have permission to edit Security Groups will be able to make changes on this screen.
Editing a Custom Role's Messaging Permissions
From the Security Groups list, click the pencil (edit) icon next to the Custom role you want to update.
On the role's page, click Edit Permissions.
In the window that opens, scroll to (or search for) the Messaging section.
Here you'll find five messaging-related permissions:
Permission | What it controls |
Chats | Viewing chat conversations |
Chat Reply | Replying to existing chat conversations |
Chat Start | Starting new chat conversations |
Block Number | Blocking phone numbers from messaging |
Unblock Number | Unblocking phone numbers from messaging |
There's no dependency between these permissions — for example, a role can have Execute access on Chat Reply or Chat Start without necessarily having Read access on Chats, and vice versa. Set each permission independently based on what that role actually needs.
Access levels: Basic, Local, and Company-wide
Each permission has a dropdown next to it that sets how much access that role has for that specific action. This works the same way across all five messaging permissions:
Basic — the user can only access their own records (for example, conversations assigned to them)
Local — the user can access records at their assigned location
Company-wide — the user can access records across all of your shop's locations
Read vs. Execute
Next to each permission, you'll see a green checkmark next to either Read or Execute:
Read means the role can view that information (for example, "Chats" with Read access lets someone view chat conversations).
Execute means the role can perform that action (for example, "Chat Reply" with Execute access lets someone actually send a reply, and "Block Number" with Execute access lets someone actually block a number).
Saving your changes
Once you've adjusted the dropdowns and permissions you need, click Save Permissions at the bottom of the window. Click Cancel to back out without saving.
Permission changes take effect immediately — anyone already in that role will see the updated access right away, without needing to log out or back in.
Assigning a Team Member to a Role
Security Groups define what a role can do — to actually put a specific team member into one of these roles, go to that person's individual user account (under Team > Users) and set their role there.
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