Workspace roles - Admin, Manager, Member and billing
What each of the three workspace roles can do, who is allowed to change a role, and why the last admin cannot be demoted or removed.
Every person in a workspace holds one of three roles: Admin, Manager or Member. The role sets what they can see, what they can change, and whether settings pages appear for them at all.
Roles only start to matter once a workspace has more than one person in it, which needs a paid plan. Your own role is on the Members table at Settings > Team, next to your name. The information icon beside the Role column heading opens the same summary the app shows when granting a role.
What each role can do
| Capability | Member | Manager | Admin |
|---|---|---|---|
| Send documents | Yes | Yes | Yes |
| See documents | Own only | Own plus anyone on their teams | Every document in the workspace |
| Edit, cancel or delete a document | Own only | Own plus their teammates' | Any |
| Create and edit templates | Own only | Own only | Any template in the workspace |
| Reports | No | Yes | Yes |
| Create or delete a team | No | No | Yes |
| Rename a team, add or remove its members | No | No | Yes |
| Invite, remove, change roles | No | No | Yes |
| Workspace settings and branding | No | No | Yes |
| Billing | No | No | Yes |
| Activity log | No | No | Yes |
| Delete the workspace | No | No | Yes |
A draft is private to the person who created it, at every level. An admin browsing the workspace doesn't see half-finished work sitting in someone else's drafts.
A Manager with no team assignment behaves like a Member on the document list. The wider view comes from team membership, not from the role by itself, so promoting someone and leaving them off every team changes very little.
Team administration is an admin job. Admins create, rename, delete and staff teams from Settings > Team; Managers and Members have no Team link in their menus at all.
Where billing fits
Billing travels with Admin. There's no separate finance role to hand out, so anyone who needs invoices, plan changes or seat purchases has to be an Admin on the workspace. Billing does appear as its own category in the activity log, which is how you audit plan and seat changes after the fact without giving anyone extra access.
Who can change a role
Admins, from the Members table. Managers and Members have no route to it, because the actions menu lives on a page only admins can open.
-
Open Settings > Team and find the person in Members.
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Open the actions menu at the end of their row and choose Change role.
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Pick one of the three cards. Each card carries a one-line description of what it grants.
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Click Save role.
The new role applies from that moment. There is a shortcut for one common case: on a team panel, an admin can promote a Member straight to Manager with the shield button on their row, which saves opening the dialog.
The sole-admin protection
A workspace always keeps at least one Admin. When only one person holds the role, their row behaves differently:
- Every option except Admin is grayed out in Change role, with a line explaining that you need to promote someone else first.
- Remove from workspace isn't offered at all.
- The block holds even if someone tampers with the page in their browser.
Nobody can remove themselves either, regardless of role or how many admins exist. Ask another admin to do it.
Roles and invitations
The role you pick in the invite dialog is granted the moment the person joins, and it shows on their row while the invitation is still pending. An invite can never grant a role higher than the sender's own, which matters if invite rights are ever extended beyond Admin.
If something goes wrong
- A teammate cannot find the Team, Branding or Billing pages. Those tabs are hidden rather than grayed out for non-admins. Their role needs to change, or an admin needs to do the task.
- A Manager cannot open a colleague's document. They're not on a team with that colleague. Add both to the same team.
- Change role saves but nothing looks different for them. They need to reload the app. Permissions are read when the session loads.
- The only Admin has left the company. Their account still holds the role, so contact support with proof you own the workspace rather than trying to remove them.
- Someone was removed by accident. Invite them back with the same email address. Their old documents were never theirs to take, so nothing was lost.
Frequently asked questions
Which role handles billing?
Admin, and only Admin. Billing sits behind its own permission that no other role holds, so the Billing page is hidden from Managers and Members entirely. If your finance colleague needs to see invoices or change the plan, they need the Admin role on the workspace.
Can a Manager see documents someone else sent?
Only documents created by people on a team the Manager belongs to, plus their own. A Manager who is on no team sees only their own work. Drafts are the exception at every level, since an unsent draft stays private to whoever created it, even from an admin.
Can I change my own role?
Yes, as long as you are not the last remaining Admin. Workspaces protect against locking everyone out, so the role editor refuses to move the only Admin to anything lower and the Remove action is hidden on that row. Promote a second Admin first.
Does a Member get the Reports page?
No. Reports needs a read permission that Admin and Manager hold and Member does not, so the link is absent from the sidebar for Members. They still see their own documents, their own templates, and everything they have been asked to sign.
What happens to a person's documents when their role changes?
Nothing moves or disappears. Ownership stays with whoever created each document, and a role change only alters what that person can see and do from now on. Demoting an Admin to Member, for example, narrows their document list to their own sends immediately.
Keep going
Invite teammates and manage seatsGrowth and up
Send an invite from Settings > Team, watch it move from Invited to Active, revoke the ones you no longer want, and see how seats are counted.
ReadCreate teams and share work by team
Group members into teams from Settings > Team, then use those teams to widen what managers see, scope templates, and filter the documents list.
ReadRead the workspace activity log
The System activities page records who did what across the workspace - sign-ins, member changes, documents, templates, billing and settings - with filters and IP addresses.
ReadFind a document in the Documents list
Status tabs, the owner and team and folder picker, search across names and recipients, what every column means, and the small chips that say where a document came from.
Read