Roles & Permissions

IntelliRepo uses role-based access control (RBAC) to manage permissions. This guide explains each role and what it can do.

Role Hierarchy

Roles are hierarchical - higher roles have all the permissions of lower roles:

Owner > Admin > Member > Viewer

Role Descriptions

Owner

The person who created the organization. Each organization has exactly one Owner.

Special abilities:

• Transfer ownership to another user
• Cannot be removed by anyone else
• All Admin permissions

Admin

Organization administrators who manage users and settings.

Can:

• Invite and remove Viewers and Members
• Change user roles (except Owner)
• Create and manage API keys
• Access organization settings
• View audit logs and usage

Member

Regular team members who work with content.

Can:

• Create, edit, and delete collections
• Upload and manage documents
• Tag documents
• Use chat and search
• Access public collections

Viewer

Read-only users who can consume but not modify content.

Can:

• View collections and documents
• Use chat to ask questions
• Download documents

Cannot:

• Upload or delete anything
• Create collections
• Change settings

Permission Matrix

Content Management

Chat and Search

Organization Settings

API Keys

Usage & Logs

Changing User Roles

Who Can Change Roles

How to Change a Role

1. Go to Settings > Team
2. Find the user
3. Click the role dropdown
4. Select the new role
5. Changes apply immediately

Transferring Ownership

The Owner can transfer ownership to another user:

1. Go to Settings > Team
2. Find the user to receive ownership
3. Click Transfer Ownership
4. Confirm the action

After transfer:

• The new person becomes Owner
• You become an Admin
• This cannot be undone without the new Owner's consent

Collection-Level Permissions

In addition to organization roles, private collections have their own access control.

Collection Roles

For private collections only:

Important Notes

• Organization Admins and Owners can access all collections
• Collection roles only apply to private collections
• Public collections follow organization roles

See Creating Collections for more on visibility settings.

Best Practices

Principle of Least Privilege

Give users the minimum role needed for their work. You can always grant more access later.

Role Assignment Guidelines

Regular Review

• Audit user roles quarterly
• Remove users who have left
• Downgrade roles no longer needed
• Check for role creep (accumulating permissions over time)

FAQ

Can I have multiple Owners?

No, each organization has exactly one Owner. For shared responsibility, use Admin roles.

Can an Admin remove the Owner?

No, only the Owner can transfer or remove their own ownership.

What happens when an Admin leaves?

Another Admin or the Owner can remove them. Their content remains.

Can Viewers create anything?

No, Viewers are strictly read-only. They can view content and ask questions but cannot create or modify anything.

Related Articles

• Inviting Users
• Deactivating Users
• Organization Setup
• Creating Collections

Need Help?

Contact our support team if you have questions about permissions.