Every contact is given a specific role that determines their level of access and permissions in a workspace. These roles are Super Admin, Admin, Auditor, Member, and Signer. Each role has a different set of responsibilities and permissions. It is important to understand these roles to ensure efficient collaboration and management.
There are five types of access levels available in a workspace:
Super admin - this role has complete control over the workspace. They can invite contacts, change workspace settings, create workflows, modify workflow permissions, and view the results of all packages that have been created in the workspace.
Admin - This role can invite contacts, change workspace settings, create workflows, modify workflow permissions, and view the results of all packages created in the workspace.
Auditor - This role can only view the results of all packages that have been created in the workspace.
Member - This is the default role in the workspace. Members can create workflows, modify permissions of their own workflows, and view the results of packages of workflows they have created.
Signer - This is the default role for a contact who is not part of the workspace. They can fill out documents that have been sent to them but cannot access the workspace.
Learn more about contact management in this article.
See below for a comparison of access rights:
Role | Workspace Management | Workflow execution | Workflow Management | Packages monitoring | Teammates Management |
Super Admin | ✓ | ✓ | ✓ | ✓ | ✓ |
Admin | ✓ | ✓ | ✓ | ✓ | ✓ |
Auditor |
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| ✓ |
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Member |
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Signer |
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Let’s go over an example of roles permissions:
Suppose a small business owner wants to streamline their onboarding process for new hires. They decide to use to create an automated workflow to collect all the necessary information and forms from new hires.
Super admin: CEO, as Super Admin, creates a workspace and sets up the initial onboarding workflow. They invite the HR supervisor and assistant, granting them access to manage workflows and view all onboarding package results.
Admin: The HR supervisor, functioning as an Admin.They have the rights to create new workflows tailored to specific roles within the company and modify permissions accordingly. Additionally, they can execute workflow and view the results of all packages to ensure compliance with onboarding procedures.
Signer: The new hire, serving as a Signer, receives an email invitation to access the onboarding documents. They can fill out the required information and sign the necessary forms directly within the platform. As a Signer, they do not have access to the workspace itself but can efficiently complete their onboarding tasks.
Auditor: The HR assistant, as Auditor, observes the onboarding process from a high-level perspective. They have access to view all onboarding packages' results, allowing them to identify any discrepancies or inefficiencies in the workflow.
In this way, each role plays a key part in the onboarding process:
CEO sets up the initial workflow;
HR supervisor manages the workflow, customizes it for each new hire and execute it;
New hire completes the necessary forms and tasks
HR assistant reviews the completed documents.
Based on the example above, you can see that the roles in Workspace are essential for delegating tasks, managing permissions and access levels, and streamlining workflows. Each role has its own set of permissions and responsibilities, allowing team members to work together efficiently and effectively within one Workspace.