Roles and permissions

Everyone in an organisation has exactly one role. The role decides what they can do — and for most roles, you can adjust that.

The five roles

Role	In short
Owner	Full control. Cannot be restricted.
Administrator	Every permission. Not adjustable under Permissions.
Manager	Runs day-to-day document work, plus contacts and reporting.
Operator	Sends and handles documents.
Viewer	Read-only.

What each role can do by default

	Owner	Administrator	Manager	Operator	Viewer
View documents	●	●	●	●	●
Manage documents	●	●	●	●
Send documents	●	●	●	●
View templates	●	●	●	●	●
Manage templates	●	●	●
View contacts	●	●	●	●	●
Manage contacts	●	●	●
View store	●	●	●	●
Purchase in the store	●	●
Manage billing	●	●
Manage users	●	●
Manage roles	●	●
Manage integrations	●	●
View audit log	●	●	●
Act as another user	●	●
Permanently delete documents	●	●
View organization analytics	●	●	●
View individual member activity	●	●

The shape of it: Viewer reads, Operator does the daily work, Manager adds the things that shape how others work — templates, contacts, and reporting — and anything touching money, people or integrations stays with Owner and Administrator.

Templates: what changes on Operator or Viewer

View templates and Manage templates are genuinely enforced, not just shown in the permissions grid. For anyone on Operator or Viewer:

• the Template action in the sidebar and the floating button on mobile do not appear;
• creating, changing, saving a draft and sharing a template are blocked;
• generating a document from a template works — it sits under View templates, which every role has by default, and it is the product’s central flow.

If someone in your organisation cannot see the templates button, this is why, and the fix is to give them Manage templates in Settings → Organization → Permissions.

Changing permissions

Settings → Organization → Permissions — “What each role can do in the organization.” — lets you adjust what Manager, Operator and Viewer can do. Your changes replace the defaults above for your organisation. The tab only appears to the Owner and the Administrator.

Four things you cannot change:

Owner is absolute. The permission system is bypassed entirely for the Owner — every check returns true before any permission is consulted. Restricting the Owner is not possible.

The Administrator has every permission. The Permissions grid only has columns for Manager, Operator and Viewer; the Administrator is not in it, and what they can do cannot be narrowed there.

Managing members is Owner and Administrator only. Even though Manage users appears as a permission, member management is enforced by a direct role check. Granting it to a Manager has no effect — even though the Manager description in the role list talks about managing the team’s users. See Invite people to your organisation.

Seeing an individual’s activity is opt-in. Organisation analytics and individual member activity are deliberately separate:

Seeing that the organization signed 4 820 documents is not the same as seeing that a named person signed 12 of them.

Aggregate analytics never expose who did what. Viewing a named person’s activity has to be switched on explicitly, and is not granted to Manager, Operator or Viewer by default.

Related

• Invite people to your organisation
• Track and manage documents
• Audit trail