Workspace roles

What is this about?

Roles define what a member can see and do in the workspace. This prevents unwanted publications and lets you involve guest authors or clients without giving them full access. Roles always apply per workspace: the same person can be Administrator in one workspace and Viewer in another.

The standard roles

Role	What it may do
Owner	All permissions. Only the owner can delete the workspace. Plan and credits are tied to their account. There is exactly one owner per workspace.
Administrator	Edit all content, channels and channel connections, change workspace settings, invite and manage members, maintain roles & permissions.
Editor-in-Chief	Create, edit, approve and publish all content, edit knowledge stores. No editing of channels or channel connections, no settings and no member management.
Editor	Create and edit posts, media, ideas, stories, planning and tasks, submit posts for approval and publish them. May not approve, and may not edit channels, channel connections or knowledge stores.
Viewer	Read-only access to content, calendar, ideas, tasks, analytics, channels and knowledge stores.
External editor	Only sees and edits their own posts and their own images. Can create posts and submit them for approval, but cannot publish. Does not see channels, ideas or analytics.

You see the exact list of permissions for each role under Roles & permissions. For each role, it shows how many permissions are granted.

Step by step

1. Open the team. Go to Settings → Workspace → Team. The member list shows each person with their current role.
2. Change a role. In a member’s row, choose the new role in the role field. The change applies immediately and appears in the Activity Log as “Role changed”.
3. Open roles & permissions. In the member list, click Roles & permissions. Here you see the standard roles and your custom roles.
4. Create a custom role. Click Create custom role, enter Name and Description, and define for each permission whether it applies. Many permissions have the levels None, Own only and All. The permissions are sorted into groups: Posts, Images & media, Planning, Tasks, Channels & knowledge, Workspace.
5. Assign a custom role. In the member list, choose the desired role in the Custom role field. With No custom role, the standard role applies again.
6. Adjust permissions for one person. Click the slider icon (Adjust permissions) in the row. Changed permissions only apply to this person; everyone else continues to follow the role. The member gets the label customized. With Reset to role you remove the deviations again.

Transferring ownership

You don’t change the owner directly. Instead, choose the Owner role for a member. This opens the Transfer ownership dialog. The person must confirm the transfer within 72 hours, via email link or in the app. You then automatically become Administrator. Credits and subscriptions are not transferred; they stay with you.

Limits and rules

• Owners and administrators can invite members and assign roles.
• You cannot remove your own permissions for member and role management. This protects you from locking yourself out.
• If you delete a custom role, its members fall back to their standard role.
• Custom roles are not tied to a particular plan. They become useful as soon as your plan allows several members.
• Permissions can be granted per functional area, not per individual channel.

Tips

• For guest authors, External editor is the right role: they only see their own posts, and everything goes through approval.
• Viewer is suitable for stakeholders who should only read along. Every member occupies a team seat, regardless of role.
• Anyone who should approve posts needs the Approve posts permission. In the standard roles, Owner, Administrator and Editor-in-Chief have it. Learn more in Approval workflows.

Frequently asked questions

A member is missing an area. Why?

Almost always because of the role or a deviation under Adjust permissions. In the member list, check the role, any assigned custom role and the customized label.

Can I take over roles from an identity provider?

No. There is no SSO or SCIM integration. You assign roles directly in ALLMEDIA.AI.

Related articles

• Invite team members
• Workspaces
• Approval workflows
• Involving external reviewers