How to manage roles and permissions

Overview

This guide covers how to create, edit, and delete custom roles at the organization and workspace level. Custom roles let you go beyond the default options and tailor access to fit your team structure.

Before you start

  • You need the Organization Manage permission to create or edit organization roles.
  • Custom roles are available on paid plans only.
  • Default roles (Organization Admin, Organization Viewer, Workspace Admin, Workspace Editor, Workspace Viewer) cannot be deleted or modified.

Create a custom organization role

  1. Go to Settings and select Organization Roles.
  2. Click Add Role — a new row will appear.
  3. Enter a name (something descriptive that reflects the role's function) and a description.
  4. Select the permissions you want to assign: Manage, Journey AI, Integrations, or Billing.
  5. Click Save changes in the black pop-up panel.

To edit an existing role, click on any attribute in the role row and follow steps 3–5.

Delete a custom organization role

  1. Go to Settings > Organization Roles.
  2. Make sure no users are currently assigned to the role — reassign them first if needed.
  3. Select the role using the checkbox.
  4. Click Delete in the black pop-up panel and confirm.

Note: Changes apply immediately and cannot be reversed. Default organization roles cannot be deleted.

Create a custom workspace role

  1. Go to Settings > Organization Roles.
  2. Click Add Role — a new row will appear.
  3. Click on new role to open the editor.
  4. Enter a name and description.
  5. Select the workspace permissions you want to include.
  6. Click Save changes in the black pop-up panel.

To edit an existing workspace role, click on any attribute and follow steps 4–6.

Delete a custom workspace role

  1. Go to Settings > Workspace Roles.
  2. Make sure no users are assigned to the role — reassign them first if needed.
  3. Select the role using the checkbox.
  4. Click Delete in the black pop-up panel and confirm.

Note: Default workspace roles cannot be deleted.

Tips

  • Use descriptive role names that reflect what someone in that role actually does (e.g., "Research Contributor" instead of "Custom Role 1").
  • Always reassign users before deleting a role — there's no way to undo a deletion.
  • Organization roles and workspace roles are managed separately, but both apply to a user at the same time.