Roles and Permissions
Overview
By default, the email used to create your TheyDo account will be assigned an Admin role.
Admins can invite new users into the TheyDo account and must assign each user two sets of permissions to control both platform access and content editing capabilities.
Organization Roles control account-wide access: user management, billing, integrations, and workspace creation.
Workspace Roles acces to content editing within specific workspaces: which building blocks (journeys, insights, opportunities, etc.) users can create and modify.
Learn how to set up custom roles and permissions here.
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Organization roles
Organization Roles control platform-wide access like user management, billing, integrations, and workspace creation. To access and adjust Organization Roles, navigate to your settings and click "organization roles".
Default Organization Roles
These are system roles that cannot be modified or deleted. Custom roles can also be created for more granular organization access.
| Role | Best For | Key Capabilities | Limitations |
|---|---|---|---|
| Organization Admin | Platform owners, IT administrators | • Full user management • Create workspaces • Access billing & AI & integration settings • Manage all workspaces (public and private) | None - full platform access |
| Organization Viewer | Stakeholders, cross-team collaborators | • View all public workspaces • Comment on content • Can be assigned to workspace roles to gain further access | Unable to edit any content, cannot access private workspaces and cannot manage users or settings |
Organization Permissions
Organization Permissions can be assigned to control platform-wide capabilities and administrative functions.
| Permission | What you can do | Default roles with access |
|---|---|---|
| Manage | • Full administrative control • Invite users and assign organization roles • Create and configure workspaces • Manage all workspaces (public and private) | Organization Admin only |
| Journey AI | • Configure AI settings across the organization • Enable/disable AI features for workspaces • Manage AI data | Organization Admin only |
| Integrations | • Set up and manage third-party integrations • Configure data connections and synchronization • Manage API keys and integration security | Organization Admin only |
| Billing | • Manage billing settings and payment methods • View subscription details and usage • Handle plan changes and renewals | Organization Admin only |
Workspace roles
Workspace Roles determine what users can do within individual workspaces in TheyDo. Unlike Organization Roles (which control access to your entire TheyDo account), Workspace Roles are specific to each workspace.
| Role | Best for | Key capabilities | Limitations |
|---|---|---|---|
| Workspace Admin | Project managers, workspace owners | • All content editing • User management • Workspace configuration including taxonomy | None - full workspace access |
| Workspace Editor | CX specialists, journey orchestrators | • All content creation/editing • Journey structure control • Create and link building blocks | Cannot manage users and cannot edit taxonomies. |
| Workspace Viewer | Stakeholders, reviewers | • View all workspace content • Comment on any content • Export accessible content | Cannot create, modify or edit content. Cannot manage users. Cannot edit taxonomies. |
These roles are automatically created in new workspaces but can be customized, renamed, or deleted.
| Role | Best for | Key capabilities | Limitations |
|---|---|---|---|
| Building Block Editor | Content contributors, researchers | • Manage insights, opportunities, solutions, metrics, goals, personas • Link content between blocks • Link content to journeys | Cannot edit journey structure Cannot manage taxonomy Cannot manage users |
| Product Manager | Product teams, strategy roles | • Manage opportunities, solutions, metrics, metrics, goals • Strategic content focus | Cannot edit journey structure, personas, or insights Cannot manage taxonomy |
| Research Owner | Research teams, analysts | • Create and manage insights and metrics • Data-focused contributions | Cannot edit other building blocks Cannot edit journey structure Cannot manage taxonomy |
| Taxonomy Owner | Operations, governance roles | • Manage workspace organization • Create status types & tags • Configure workflows | Cannot edit journey structure Cannot edit any content Cannot manage users |
Workspace Permissions
Permission Scope Levels
Full Access: Create, edit, delete, and manage all aspects of the content type in the workspace
View Only: See content and leave comments, but cannot make changes
No Access: Cannot see or interact with this content type
| Permission | What you can do | Default roles with access |
|---|---|---|
| Manage | • Invite users to workspace • Assign workspace roles • Configure workspace settings • Delete or archive workspace | Workspace Admin |
| Journey | • Create, edit, and delete journeys • Edit journey phases and steps and lanes. • Lock/unlock journeys • Link building blocks to journey steps • Share journeys publicly • Create journey views and filters • Use AI features that generate journey structure from files (requires also Insight permission) | Workspace Admin, Workspace Editor |
| Insight | • Create, edit, and delete insights • Link insights to journeys and other blocks • Use AI features that generate insights and quotes (mining, generation) • Upload and manage source files | Workspace Admin, Workspace Editor |
| Opportunity | • Create edit, and delete opportunities • Link opportunities to journeys and other blocks • Use AI features that reveal opportunities in a journey | Workspace Admin, Workspace Editor |
| Solution | • Create and manage solutions • Link solutions to journeys and other blocks | Workspace Admin, Workspace Editor |
| Metric | • Create and manage metrics • Link metrics to journeys and other blocks | Workspace Admin, Workspace Editor |
| Goal | • Create and manage goals • Link goals to journeys and other blocks • Track achievement progress | Workspace Admin, Workspace Editor |
| Persona | • Create and manage personas • Link personas to journeys and other blocks | Workspace Admin, Workspace Editor |
| Taxonomy | • Manage workspace taxonomy • Customize statuses, types across building blocks • Configure global tags | Workspace Admin only |
Now that you’ve got the basics down, let’s put it into practice — learn how to set up custom roles and permissions here.