Roles & Permissions
Control what team members can do with role-based permissions. Assign appropriate access levels.
Available Roles
Owner
The workspace creator:
- Full control over everything
- Can delete workspace
- Manage billing
- Cannot be removed
Only one owner per workspace.
Admin
Full management access:
- Invite and remove members
- Change member roles
- Manage integrations
- Access all content
- Configure settings
Editor
Create and modify content:
- Create workflows and forms
- Edit shared content
- Run workflows
- View all content
- Cannot manage members
Viewer
Read-only access:
- View workflows and forms
- View execution logs
- Cannot create or edit
- Cannot run workflows
Permission Matrix
Workflows
| Action | Owner | Admin | Editor | Viewer | |--------|-------|-------|--------|--------| | View all | ✓ | ✓ | ✓ | ✓ | | Create | ✓ | ✓ | ✓ | ✗ | | Edit own | ✓ | ✓ | ✓ | ✗ | | Edit others | ✓ | ✓ | Share only | ✗ | | Delete own | ✓ | ✓ | ✓ | ✗ | | Delete others | ✓ | ✓ | ✗ | ✗ | | Run | ✓ | ✓ | ✓ | ✗ |
Forms
| Action | Owner | Admin | Editor | Viewer | |--------|-------|-------|--------|--------| | View all | ✓ | ✓ | ✓ | ✓ | | Create | ✓ | ✓ | ✓ | ✗ | | Edit | ✓ | ✓ | ✓ | ✗ | | Delete | ✓ | ✓ | Own only | ✗ | | View submissions | ✓ | ✓ | Own only | ✗ |
Integrations
| Action | Owner | Admin | Editor | Viewer | |--------|-------|-------|--------|--------| | View | ✓ | ✓ | ✓ | ✓ | | Connect | ✓ | ✓ | ✗ | ✗ | | Configure | ✓ | ✓ | ✗ | ✗ | | Disconnect | ✓ | ✓ | ✗ | ✗ |
Team Management
| Action | Owner | Admin | Editor | Viewer | |--------|-------|-------|--------|--------| | Invite members | ✓ | ✓ | ✗ | ✗ | | Remove members | ✓ | ✓ | ✗ | ✗ | | Change roles | ✓ | ✓ | ✗ | ✗ | | View members | ✓ | ✓ | ✓ | ✓ |
Billing
| Action | Owner | Admin | Editor | Viewer | |--------|-------|-------|--------|--------| | View plan | ✓ | ✓ | ✗ | ✗ | | Change plan | ✓ | ✗ | ✗ | ✗ | | View invoices | ✓ | ✓ | ✗ | ✗ | | Update payment | ✓ | ✗ | ✗ | ✗ |
Changing Roles
How to Change
- Go to Settings > Team
- Find the member
- Click role dropdown
- Select new role
- Confirm change
Role Change Rules
- Only Owner and Admin can change roles
- Cannot change Owner's role
- Cannot make yourself a Viewer
- Changes apply immediately
Custom Permissions
Item-Level Sharing
Override default permissions:
- Open a workflow/form
- Click Share
- Add specific people
- Set their access level
Share Options
- Can view - Read-only
- Can edit - Modify content
- Full access - Edit and share
Best Practices
1. Principle of Least Privilege
Start with minimum access, expand as needed.
2. Role Documentation
Document who has what role and why.
3. Regular Audits
Review roles quarterly:
- Are roles still appropriate?
- Any unnecessary admins?
- Departed members removed?
4. Separate Concerns
- Billing: Owner only
- Member management: Limited admins
- Content creation: Editors
Common Scenarios
New Team Member
- Invite as Viewer
- They learn the system
- Upgrade to Editor when ready
External Collaborator
- Invite as Viewer
- Share specific items
- Limited time access
Department Manager
- Invite as Admin
- Can manage their team
- Cannot access billing
Contractor
- Invite as Editor
- Access specific projects
- Remove when project ends
Troubleshooting
Can't Access Something
- Check your role
- Ask admin for access
- Request sharing on specific items
Can't Change Roles
- Only Owner/Admin can change
- Cannot change your own role down
- Contact workspace owner
Missing Permissions
- Role may have changed
- Verify with admin
- Check item-level sharing
Next Steps
- Inviting Members - Add people
- Organizations Overview - Structure
- Managing Subscription - Plan changes