Every member of a Space has a role, and the role decides what they can do. Roles are managed from Members by anyone with permission to manage them.
The four built-in roles
- Viewer — can see the Space's shared work but not change it. Good for someone who needs visibility without involvement.
- Member — the normal working role. Can create and take part in tasks, notes, chat, files, events, and polls.
- Admin — everything a member can do, plus managing other people's content, inviting and managing members, and changing Space settings.
- Owner — full control of the Space, including things no one else can do. The owner's own permissions cannot be reduced.
What permissions actually cover
Under the roles is a detailed permission set, grouped by area:
- Work — create tasks; manage all tasks.
- Content — create notes; manage all notes; share resources; manage all resources.
- Communication — send chat messages; create chat channels; publish announcements.
- Files — upload files; edit shared documents; manage all files.
- Planning — create events; manage all events; respond to events; create polls; manage polls; vote in polls.
- Administration — invite members; manage members; create and edit roles; edit Space settings.
- CruxAI — use the workspace assistant; confirm assistant actions.
Note the recurring distinction between create and manage all. Creating lets someone add their own; managing all lets them edit and delete everyone else's.
Custom roles
When the four built-in roles do not fit, create a custom role and choose its permissions individually. Useful shapes include a contributor who can add tasks and notes but not delete anyone else's, or a coordinator who runs the calendar and announcements without touching files.
Custom roles are created and assigned from Members, and can be edited or deleted later. Deleting a role returns anyone holding it to a standard role.
Practical advice
- Give people member unless there is a reason not to. Over-restricting creates more support requests than it prevents.
- Keep more than one admin. If the owner is unavailable, someone else needs to be able to invite and manage people.
- Reach for a custom role only when a built-in role is genuinely wrong — every extra role is something to maintain.