Compare owner, administrator, member and viewer roles, then plan seats, apps and storage.
Choose the least access needed#
A workspace role is the starting point. Individual workflows can impose stricter financial, private-record, manager-approval or register-assignment rules.
| Choice | When it fits | What it changes |
|---|---|---|
| Owner | The person responsible for the workspace. | Controls ownership-sensitive actions and the workspace’s account relationship. |
| Administrator | A trusted person managing the team and workspace. | Can manage authorised settings and people; ownership-only controls still apply. |
| Member | A colleague carrying out work. | Can edit only where team editing is explicitly enabled. A member role is not unrestricted financial access. |
| Viewer | Someone who needs permitted information without changing it. | Cannot submit ordinary workflow changes. Private and manager-only records remain restricted. |
What counts towards a package?#
The owner is included in the total-user allowance. Pending invitations reserve seats until accepted, revoked or expired. A new profile or app installation does not add staff capacity.
Each installed app uses an app allowance, including an installed prerequisite. Storage is measured in the active workspace. Apps, users and storage belonging to another profile are not pooled automatically.
Viewing and editing are different permissions#
Team viewing lets permitted colleagues see the workflow’s records. Team editing enables the work allowed for members. Manager approvals, private tasks, financial controls and assigned-register restrictions remain effective.
Review access when a colleague changes jobs. Removing someone from a workspace closes future membership access while preserving the workspace’s records and audit history.
Keep the active workspace, actual business requirements and current setup summary in view. A guide explains a choice; it does not make that choice for you.