Roles

A role is a profile of access that decides what a user can do in your space. From here you create roles, edit them, choose the access each one grants, manage the people who hold it, and suspend, restore or delete a role. Open Roles from the left menu — it opens on the Overview tab, with a List tab that shows every role and a Search tab to find one.

Create a role

1. In the left menu, click Roles.
2. Click Add a role (on the Overview or List tab).
3. On Create a role, enter a Role name — a clear name such as Manager or Viewer — and, optionally, a Description.
4. Click Save.

The role is created as active and appears on the List tab.

Find a role

1. Click Roles, then open the Search tab.
2. In Search by name, type part of the name and click Search.
3. The results show each role's Name and Status; click View to open it.

Note — The List tab shows every role with its Status, Description and number of Members. Click Edit on a row to open that role.

Open a role

Open a role from the List tab (click Edit on its row) or from Search (click View). A role opens on its Overview tab, alongside the Access, Members and History tabs.

Edit a role's name and description

1. Open the role. On the Overview tab, in the role card, click Edit.
2. Update the Role name and Description.
3. Click Save.

Choose what a role can access

Access defines what everyone who holds the role is allowed to do.

1. Open the role and go to the Access tab (or, on Overview, in the Access card click Manage access).
2. On Access rights, tick the access this role grants. Unticking one revokes it — you can grant it again later by ticking it back.
3. Click Save.

The change applies to everyone who holds the role.

Manage a role's members

1. Open the role and go to the Members tab. It lists each member with their Status and the Date added.
2. To give someone this role, click Add a member.
3. To change a member's role, click Edit on their row, pick the new Role, then click Save.
4. To open a member's profile, click View on their row.

Note — Changing a member's role takes effect right away and only affects that member; their profile and the role's own access stay the same.

Suspend a role

Suspending pauses a role without deleting it. It no longer applies until you reactivate it.

1. Open the role. On the Overview tab, in the role card, click Suspend.
2. On Suspend this role?, tick Confirm the suspension, then click Suspend the role.

The role is put on hold immediately. It stays saved and can be reactivated later.

Reactivate a suspended role

1. Open a suspended role. On the Overview tab, in the role card, click Activate.
2. On Activate this role, click Activate.

The role becomes available again and can be assigned to users.

Delete a role

Deleting hides a role from your lists. Anyone who holds it is moved to the default role automatically, so no one is left without one.

1. Open the role. On the Overview tab, in the role card, click Delete.
2. On Delete this role?, review the Name, Description and Status, tick Confirm deletion, then click Delete this role.

The role is hidden from the lists and its members are reassigned to the default role.

Important — Deleting is only possible when another active role exists to receive the members. This is reversible: the role is hidden, not erased, and can be restored later.

See a role's history

Open the role and go to the History tab. It lists each recorded change with its Date, Event and Status.