Roles and permissions
What Owners, Super admins, Admins, Members and Viewers can do in a workspace, which actions are limited to managers, and how a role change is checked.
Every member of a workspace has one role. It decides what they can change; what they can read is decided separately, by the read rule.
The roles#
| Role | In short |
|---|---|
| Owner | Everything, including deleting the workspace. Cannot be removed or demoted by anyone else. |
| Super admin | A manager role between Owner and Admin, which only an Owner can assign. |
| Admin | Manages the workspace: members, sources, settings, audit, billing. |
| Member | Adds and organizes knowledge, asks, exports their own knowledge, uses tokens. |
| Viewer | Reads and asks. Cannot change anything. |
Owners, Super admins and Admins together are the managers.
What each can do#
| Action | Viewer | Member | Manager |
|---|---|---|---|
| Read items they are cleared for, search, ask | Yes | Yes | Yes |
| Add items (upload, link, note, voice, photo, meeting) | Yes | Yes | |
| Edit and delete their own items | Yes | Yes | |
| Edit, move or delete others' items | Yes | ||
| Create and use personal tokens | Read-only use | Yes | Yes |
| Export their own knowledge, or download their data | Yes | Yes | Yes |
| Export the whole workspace | Yes | ||
| Connect, reconnect and disconnect sources | Yes | ||
| Merge entities in the graph and run clean-up | Yes | ||
| Invite and remove members | Yes (see below) | ||
| View the audit log and usage | Yes | ||
| Buy coins | Yes | ||
| Rename the workspace, edit its details and Zoom link | Yes | ||
| Manage spaces | Yes, and a space's own owner | ||
| Delete the workspace | Owner only |
A viewer cannot write by any route: the interface, a token, or MCP.
Changing roles#
You can only change or remove someone ranked below you, and only to a role below you, with these ranks: Owner, then Super admin, then Admin, then Member, then Viewer. Nobody can change their own role, and the Owner cannot be changed. Only an Owner can assign Super admin. People are invited as Admin, Member or Viewer, by email or by link. The server enforces every one of these checks, not just the interface.
Roles and what you can read#
A role does not unlock items. An Admin still cannot read another member's Only me item, or a space they are not in, unless they are cleared for it. See How access works.
Spaces have members too#
A space has its own members and roles. Space members' access is enforced in every way of reading. See Spaces and sensitivity.