Roles & Permissions
Effective permission management ensures team security while enabling productive collaboration. This comprehensive guide covers role-based access control, permission hierarchies, and security best practices.
Permission System Overview
Core Concepts
Role-Based Access Control (RBAC)
Our platform uses a hierarchical permission system where:
- Roles define sets of permissions and capabilities
- Permissions grant specific actions and access rights
- Hierarchy determines who can manage whom
- Inheritance allows permissions to flow through team structure
Permission Scope
Permissions operate at multiple levels:
- Platform Level: Global account and billing access
- Team Level: Team management and member oversight
- Project Level: Specific project and content access
- Feature Level: Individual tool and functionality access
Role Hierarchy
Owner Role
Highest level of access and control
Core Permissions
- Team Management: Create, delete, and transfer team ownership
- Billing Control: Manage subscriptions, payments, and invoices
- Member Management: Invite, remove, and modify any member role
- Security Settings: Configure team-wide security policies
- Data Export: Download team data and create backups
Responsibilities
- Strategic oversight of team direction and goals
- Financial accountability for team subscriptions
- Security compliance and risk management
- Final decision authority on team matters
- Succession planning and ownership transfer
Assignment Guidelines
- Team creators automatically receive owner role
- Primary stakeholders with business accountability
- Senior leadership with budget authority
- Long-term team members with deep investment
Admin Role
Comprehensive team management without billing control
Core Permissions
- Member Management: Invite, remove, and modify member/guest roles
- Team Settings: Configure team preferences and workflows
- Project Oversight: Create, archive, and manage all projects
- Integration Management: Connect and configure external tools
- Analytics Access: View team performance and usage metrics
Restrictions
- Cannot modify owner roles or permissions
- No billing access or subscription management
- Cannot delete the team or transfer ownership
- Limited security settings that affect platform integration
Assignment Guidelines
- Project managers and team coordinators
- Senior team members with leadership responsibilities
- Department deputies and assistant managers
- Technical leads requiring broad project access
Member Role
Standard collaboration access for regular contributors
Core Permissions
- Content Creation: Create and edit briefs, tasks, and comments
- Project Participation: Join assigned projects and collaborate
- File Management: Upload, share, and organize team files
- Communication: Participate in team discussions and messaging
- Basic Settings: Manage personal preferences and notifications
Restrictions
- No member management or invitation capabilities
- No team settings or configuration access
- Limited project creation (may require approval)
- No billing information or subscription visibility
- Cannot modify higher-level permissions
Assignment Guidelines
- Regular team contributors and collaborators
- Individual contributors focused on specific tasks
- Most team members participating in daily work
- New team members during initial probation period
Guest Role
Limited access for external collaborators
Core Permissions
- Assigned Project Access: View and contribute to specific projects
- Comment and Feedback: Provide input on designated content
- File Viewing: Access shared documents and resources
- Limited Communication: Participate in project-specific discussions
Restrictions
- No team visibility beyond assigned projects
- No member information access or team roster
- No project creation or independent initiative
- Time-limited access with automatic expiration
- No platform settings or configuration access
Assignment Guidelines
- External consultants and contractors
- Client representatives providing feedback
- Cross-team collaborators with specific expertise
- Temporary contributors for short-term projects
Permission Matrix
Feature Access by Role
Team Management
| Feature | Owner | Admin | Member | Guest | |---------|-------|-------|--------|-------| | Create/Delete Team | ✅ | ❌ | ❌ | ❌ | | Modify Team Settings | ✅ | ✅ | ❌ | ❌ | | Transfer Ownership | ✅ | ❌ | ❌ | ❌ |
Member Management
| Feature | Owner | Admin | Member | Guest | |---------|-------|-------|--------|-------| | Invite Members | ✅ | ✅ | ❌ | ❌ | | Remove Members | ✅ | ✅* | ❌ | ❌ | | Modify Roles | ✅ | ✅* | ❌ | ❌ | | View All Members | ✅ | ✅ | ✅ | ❌ |
Project Management
| Feature | Owner | Admin | Member | Guest | |---------|-------|-------|--------|-------| | Create Projects | ✅ | ✅ | ✅** | ❌ | | Delete Projects | ✅ | ✅ | ❌ | ❌ | | Archive Projects | ✅ | ✅ | ✅** | ❌ | | Assign Project Members | ✅ | ✅ | ❌ | ❌ |
Content Management
| Feature | Owner | Admin | Member | Guest | |---------|-------|-------|--------|-------| | Create Briefs/Tasks | ✅ | ✅ | ✅ | ✅** | | Edit Any Content | ✅ | ✅ | ❌ | ❌ | | Delete Any Content | ✅ | ✅ | ❌ | ❌ | | Export Data | ✅ | ✅*** | ❌ | ❌ |
Billing & Subscriptions
| Feature | Owner | Admin | Member | Guest | |---------|-------|-------|--------|-------| | View Billing Info | ✅ | ❌ | ❌ | ❌ | | Modify Subscriptions | ✅ | ❌ | ❌ | ❌ | | Download Invoices | ✅ | ❌ | ❌ | ❌ |
Notes:
- * Cannot modify owner roles or higher-level admin roles
- ** May require approval based on team settings
- *** Project-level data only, not team-wide exports
Permission Management
Assigning Roles
During Invitation Process
- Select appropriate role based on responsibilities
- Consider project requirements and scope
- Plan for role progression over time
- Document role decisions for future reference
Modifying Existing Roles
- Access member management section
- Select member to modify
- Choose new role from dropdown
- Confirm changes and notify member
- Update relevant documentation
Role Transition Planning
Promotion Scenarios
- Member to Admin: Demonstrated leadership and responsibility
- Guest to Member: Permanent team joining after successful collaboration
- Admin to Owner: Succession planning and ownership transfer
Demotion Scenarios
- Admin to Member: Reduced responsibilities or role changes
- Member to Guest: Temporary access or external collaboration
- Any role removal: Security concerns or team departures
Bulk Permission Changes
Use Cases
- Organizational restructuring affecting multiple members
- Project phase transitions requiring access changes
- Security incidents requiring immediate access restriction
- Team merges or acquisitions
Process
- Plan changes carefully with stakeholder input
- Communicate changes in advance when possible
- Execute changes during low-activity periods
- Monitor impact and address issues quickly
- Document changes for audit trails
Advanced Permission Features
Custom Permissions
Project-Level Permissions
- Project Admin: Full control over specific projects
- Content Editor: Edit rights for specific content types
- Reviewer: Approval rights for designated workflows
- Observer: Read-only access with notification preferences
Feature-Level Permissions
- Integration Manager: Configure specific tool connections
- Analytics Viewer: Access to reporting and metrics
- Template Creator: Design and share team templates
- Billing Viewer: Read-only access to subscription information
Conditional Access
Time-Based Permissions
- Temporary access with automatic expiration
- Scheduled permissions for planned activities
- Recurring access for periodic collaborators
- Emergency access protocols
Context-Based Permissions
- Location restrictions for security compliance
- Device limitations for sensitive content
- Network requirements for corporate access
- Multi-factor authentication enforcement
Permission Automation
Rule-Based Assignment
- Automatic role assignment based on email domain
- Progressive permissions based on tenure
- Skill-based access using profile information
- Project assignment triggers for relevant permissions
Integration Triggers
- HR system synchronization for employee changes
- Identity provider role mapping
- External tool permissions coordination
- Compliance audit requirements
Security Best Practices
Principle of Least Privilege
Implementation Guidelines
- Start with minimum necessary permissions
- Gradually increase access based on demonstrated need
- Regular review and adjustment of permissions
- Document exceptions and special access grants
Common Mistakes
- Over-privileging new team members
- Granting admin access for convenience
- Forgetting to remove access after role changes
- Using shared accounts instead of individual permissions
Regular Access Reviews
Review Schedule
- Monthly reviews for high-privilege roles
- Quarterly reviews for all team members
- Project completion reviews for temporary access
- Organizational change triggered reviews
Review Process
- Generate access reports for all team members
- Validate current roles against actual responsibilities
- Identify unused permissions and remove excess access
- Document findings and required changes
- Execute approved changes with proper notification
Audit Trail Management
Tracking Requirements
- Permission changes with timestamp and author
- Access attempts and login history
- Data export and download activities
- Administrative actions and configuration changes
Compliance Support
- Automated reporting for compliance requirements
- Data retention policies for audit trails
- Export capabilities for external auditors
- Integration support for compliance management tools
Troubleshooting
Common Permission Issues
Access Denied Errors
Symptoms: Members cannot access expected features or content Solutions:
- Verify role assignments and permissions
- Check project-specific access settings
- Confirm team membership status
- Review any conditional access restrictions
Role Assignment Conflicts
Symptoms: Confusion about responsibilities and capabilities Solutions:
- Document clear role definitions
- Communicate permission changes effectively
- Provide training on platform capabilities
- Establish escalation procedures for disputes
Performance Issues
Symptoms: Slow access or system delays Solutions:
- Review complex permission rules
- Optimize conditional access settings
- Monitor system load and usage patterns
- Contact support for performance analysis
Getting Help
Documentation Resources
- Permission reference guides and matrices
- Role definition templates and examples
- Security policy templates and best practices
- Audit trail analysis and reporting guides
Support Channels
- Platform support for technical permission issues
- Security consultation for complex access requirements
- Training resources for permission management
- Community forums for best practice sharing
Migration and Changes
Team Restructuring
Planning Considerations
- Impact assessment on current projects and workflows
- Communication strategy for affected team members
- Timeline coordination to minimize disruption
- Rollback procedures in case of issues
Implementation Steps
- Document current state and desired end state
- Create detailed migration plan with dependencies
- Communicate changes to all affected parties
- Execute changes in phases to reduce risk
- Monitor and adjust based on feedback and issues
Platform Migrations
Data Preservation
- Export current permission settings and assignments
- Map roles between old and new systems
- Validate access after migration completion
- Provide training on new permission model
Transition Support
- Parallel system operation during transition period
- User training on new permission interface
- Support resources for common migration issues
- Feedback collection for improvement opportunities
Next Steps
Master your team's security with proper role and permission management. Continue with Team Management for comprehensive team oversight strategies, or explore Collaboration to understand how permissions enable effective teamwork.