Project Roles

Learn what each project role can do and how to assign the right role when you invite others.

Written By Patrick Intervalo

Last updated 11 days ago

Why Roles Matter

Roles control access to Projects and help maintain the right level of collaboration. By assigning roles thoughtfully, you can:

  • Give team members the permissions they need.

  • Keep sensitive knowledge or chats secure.

  • Ensure that Projects stay organized and manageable.

Overview

Every person with access to a project has a role. The role determines what they can do: edit the project, manage sharing, delete the project, add and edit content, or only view and use existing content. When you invite someone by email, domain, or secret link, you choose the role they receive. Owners can change roles later from Share this project.

Roles help you keep control of sensitive projects while still letting teammates view or collaborate as needed. Use the least privilege that fits: give Reader when someone only needs to view and chat, Collaborator when they should add or edit content, and Owner only when they need full control.

The three roles at a glance

Role

Edit project

Share & invite

Delete project

Add/edit files, collections, labels

Chat & view

Owner

✅ Yes

✅ Yes

✅ Yes

✅ Yes

✅ Yes

Collaborator

✅ Yes

❌ No

❌ No

✅ Yes

✅ Yes

Reader

❌ No

❌ No

❌ No

❌ No

❌ View Only

Your role is shown in the project header (e.g. “You are a: Collaborator”) and on project cards on the Projects page. Only Owners can manage sharing and delete the project; Collaborators can edit project name/description and all content; Readers can only view and use chat.

Owner

Owners have full control of the project.

They can:

  • Edit the project — Change project name and description (e.g. from the Edit this project modal).

  • Manage sharing — Open Share this project to invite people by email, domain, or secret link, and assign or change roles. Remove or delete invitations.

  • Delete the project — Permanently delete the project and all its data (see Deleting a project).

  • Do everything Collaborators can do — Upload files, create and edit collections and labels, chat, use project skills.

There is no separate “admin” role; Owner is the highest level. Use it for people who should control who has access and whether the project stays or is deleted.

⚠️ Important: Anyone with a shared project link gets the access level tied to that link. Be careful—sharing an Owner link gives full control of the project to anyone who opens it. Prefer Collaborator or Reader for secret links unless you intend to grant full control.

Collaborator

Collaborators can add and edit content but cannot manage sharing or delete the project.

They can:

  • Edit the project — Change project name and description.

  • Upload and manage files — Add files, rename, delete, copy or move files, manage labels and collections.

  • Use chat — Start and continue conversations in the project, use project and user skills.

  • View everything — See all files, collections, labels, and project settings within their permissions.

They cannot:

  • Manage sharing — They do not see Share this project (or cannot change invitations). They cannot invite others or change roles.

  • Delete the project — The Delete project option is not available to Collaborators.

Collaborator is the right role when you want someone to contribute content and help maintain the project without giving them control over who else has access or over deleting the project.

Reader

Readers can view and use existing content but cannot add, edit, or delete anything.

They can:

  • View files and collections — Open and browse all files and collections in the project.

  • Use chat — Ask questions and get answers using the project’s knowledge; use skills available in the project.

  • See project name and description — View project details and their own role in the header.

They cannot:

  • Edit the project — No Edit option for name or description.

  • Share or invite — No Share this project.

  • Delete the project — No Delete project.

  • Add or change content — No uploading files, creating or editing collections or labels, or deleting files.

Use Reader for people who only need to view and query the project (e.g. stakeholders, reviewers, or read-only team members).

How roles are assigned

You assign a role when you give someone access to the project. Only Owners can invite others and choose roles. To know more, read @invite u

When you invite by email:
In Share this project → Invite by email, add the email address and select the role (Owner, Collaborator, or Reader) from the dropdown. The invite is sent with that role; when they accept, they get that access level.

When you invite by domain:
In Share this project → Domain access, add the domain (e.g. your company domain) and choose the role. Everyone with an email address on that domain gets that role when they access the project.

When you create a secret link:
In Share this project → Share secret link, create a link for a role (Owner, Collaborator, or Reader). Anyone who opens that link is added to the project with that role.

You can create one secret link per role (one for Owner, one for Collaborator, one for Reader). Each link grants the role you chose for it.

💡 Tip: When in doubt, start with Collaborator or Reader. You can always raise someone’s role later from Share this project. Lowering a role (e.g. from Owner to Collaborator) may require removing and re-inviting them depending on your setup.

Where you see your role

  • Project header — When you open a project, the header shows “You are a: [Owner / Collaborator / Reader]” (or similar wording in your language).

  • Projects page — On the Projects page, each project card can show your role so you know at a glance what you can do in that project.

  • Share this project — If you are an Owner, you see all three roles when inviting. If you are a Collaborator or Reader, you typically only see your own role (you cannot change others’ access).

FAQ