Roles and permissions

Every person in a workspace has one of four roles. Each role includes everything the role below it can do.

Viewer

Viewers are unlimited and free on every plan. A viewer can:

• Open and read every SOP in the workspace, and libraries shared into it.
• Mark steps done and tick checklists while following along.
• Use Ask, search and Saved.
• Comment on SOPs and steps, and @mention people.
• Take quizzes and sign policies.
• Complete their own assignments.
• Print an SOP, save it as a PDF or download it as Word.
• See the People list and the accountability chart.

A viewer cannot create or change SOPs, and does not see Build with AI.

Editor

Editors can do everything a viewer can, plus:

• Create SOPs in every way: write, import, record or upload a video, capture with the Chrome extension, and Build with AI.
• Edit SOPs, restore earlier versions from History, and archive or restore SOPs.
• Add and rename libraries, set library departments and move SOPs and libraries between pillars.
• Assign SOPs to members, and see and remove assignments in the workspace.
• Create share links, QR codes and embeds.
• Add quizzes, see quiz results, require policy sign-off and see who signed.
• Share a library into other workspaces they belong to (Business plan).
• Edit the accountability chart.
• Resolve or delete anyone’s comments on SOPs they can edit.

Admin

Admins can do everything an editor can, plus:

• Invite people, change roles, set each person’s departments and remove people.
• Edit the workspace name, website and description.
• Permanently delete archived SOPs, and delete libraries.
• Run AI sort (Business plan).
• Ask everyone on an older version of a policy to sign again.
• Create and revoke API keys (Business plan).

Owner

Owners can do everything an admin can, plus:

• Give someone the owner role.
• Change, cancel or restart the plan (the owner of the workspace the plan was bought for).
• Add workspaces to a Business plan.

A workspace can never lose its last owner.

Quick reference

A few rules worth knowing

• Shared libraries are read-only outside their home. If a library is shared into your workspace from another one, you can read it and assign it here, but it can only be edited in its home workspace.
• An ended subscription makes the workspace read-only for everyone. Nobody can edit until the subscription restarts, but everyone can still read. See Plans and billing.
• Permissions live in the database. What each person can read and change is enforced by row-level security, not only by what the app shows.