Roles & Permissions

Understand the different team roles and what each can do in your workspace.

Role Overview

Contextium has four roles with different permission levels:

Owner

The owner has complete control over the workspace.

Owner Permissions

• ✅ All Admin permissions
• ✅ Manage billing and subscription
• ✅ Transfer ownership
• ✅ Delete workspace
• ✅ View and manage all team members
• ✅ Access billing history and invoices

Owner Limitations

• Only one owner per workspace
• Cannot leave workspace (must transfer ownership first)
• Responsible for all billing and subscription charges

Admin

Admins can manage team members and workspace settings.

Admin Permissions

• ✅ All Editor permissions
• ✅ Invite and remove team members
• ✅ Change member roles (except Owner)
• ✅ Manage workspace settings
• ✅ Configure integrations
• ✅ Access audit logs (Business plan)
• ✅ Manage tags and auto-apply rules

Admin Limitations

• ❌ Cannot access billing settings
• ❌ Cannot transfer ownership
• ❌ Cannot delete workspace
• ❌ Cannot promote anyone to Owner

Editor

Editors can create and modify documentation content.

Editor Permissions

• ✅ Create, edit, and delete files
• ✅ Create, edit, and delete projects
• ✅ Create and manage folders
• ✅ Add and edit comments
• ✅ Apply tags to files
• ✅ Restore files from trash
• ✅ View version history
• ✅ Revert to previous versions

Editor Limitations

• ❌ Cannot invite or remove team members
• ❌ Cannot change member roles
• ❌ Cannot modify workspace settings
• ❌ Cannot manage integrations
• ❌ Cannot create or edit auto-apply tag rules

Viewer

Viewers have read-only access to workspace content.

Viewer Permissions

• ✅ View all files and projects
• ✅ View comments
• ✅ View version history
• ✅ Search documentation
• ✅ Export files
• ✅ View team members

Viewer Limitations

• ❌ Cannot create or edit files
• ❌ Cannot create comments
• ❌ Cannot restore from trash
• ❌ Cannot modify any content

Changing Member Roles

Change a Single Member's Role

1. Navigate to Team
2. Find the member
3. Click the menu icon (⋯)
4. Select Change Role
5. Choose the new role
6. Click Save

Bulk Role Changes

Change multiple members at once:

1. Navigate to Team
2. Select checkboxes next to member names
3. Click Change Role in the bulk actions menu
4. Select the new role
5. Click Apply

Special Permissions

Project-Level Permissions

Coming soon: Set permissions per project for more granular access control.

API Access

API and CLI access requires Professional plan or higher:

• Owner, Admin, Editor - Can generate and use API keys
• Viewer - Read-only API access

Billing Impact

Your subscription plan determines how many team members you can have:

• Starter - 1-2 users
• Professional - 3-25 users
• Business - 10-100 users
• Enterprise - 100+ users

See pricing for details.

Role Best Practices

• Start restrictive - Give Viewer access first, upgrade as needed
• Regular audits - Review roles quarterly
• Limit Owners - Keep ownership with one person, use Admins for delegation
• Editor for contributors - Give Editor role to anyone creating content
• Admin sparingly - Only for people managing the team

Next Steps

• Invite team members
• View team activity
• Manage your subscription