Roles and permissions
Most people should not be able to change how the company’s data is structured, and some should not be able to change anything at all. One setting covers both.
- A walkthrough video, then what each of the four roles can do
- How to change somebody’s role
- Why Owner is different from the other three
- The switch not to turn on
01 · Video
Feature walkthrough
02 · Why
Why do we have this?
Most people should not be able to change how the company’s data is structured, and some people should not be able to change anything at all. One setting covers both.
03 · What each role can do
These are the product’s own descriptions, from the invite screen.
| Role | What it can do |
|---|---|
| Owner | Everything, including things nobody else can do. |
| Admin | Full access to settings, members, and all data. |
| Member | Can access workspaces, create and edit data. |
| Viewer | Read-only access — cannot create or modify data. |
Member is the right answer for most people. Use Viewer for someone who needs to see but never change — an auditor, or a manager who only signs things off. Use Admin sparingly.
04 · How
Change somebody’s role
- Go to Settings → Members.
- Find the person and click the role badge beside their name.
- Choose the role to move them to.
The menu only offers roles they are not already on.
05 · Expected result
Their access changes immediately. They do not need to sign in again.
06 · Notes
Two other things on the Members page look like roles and are not
Departments and functional roles. See Departments and functional roles.
Roles apply to the whole organization
You cannot make somebody an Admin in one workspace and a Viewer in another.
07 · FAQ
Common questions
An Admin or the Owner.
Yes, from their row on the Members list — except the Owner.
Records and approvals they made stay. They just lose access.
They are probably a Viewer. Check the role badge on their row.