Roles & Permissions
Roles control what each team member can do in KnowStack. Every user is assigned a role within your company workspace, and that role determines which features and data they can access.
Default Roles
Every new workspace starts with three default roles:
| Role | Description | Access Level |
|---|---|---|
| Company Admin | Full access to all features and settings | Can manage users, roles, billing, data collection, content generation, and all KB content |
| Editor | Can collect data, generate KBs, and edit content | Access to Sources, knowledge base generation, and full KB editing |
| Viewer | Read-only access to Knowledge Bases | Can view and search KBs but cannot edit, collect data, or generate content |
Creating Custom Roles
- Go to Settings, select the Team tab, then click on the 'Roles' sub-tab.
- Click 'Create Role' to open the role editor.
- Enter a name and description for your new role.
- Tick the permissions the role should have: 'Create Knowledge Bases', 'Manage Data Collection', 'Manage Content Generation', 'Manage KB Access', 'View Activity Stream', and the groups 'Manage Company Team', 'HR Tests', 'Audits', 'Messenger Replies' and 'Website Chat'.
- Click 'Save Changes' to create the role.
Permission Reference
| Permission | What It Controls |
|---|---|
| Create Knowledge Bases | Can create new blank Knowledge Bases |
| Manage Data Collection | Access to 'Sources' in the sidebar: crawl websites, connect email, upload documents, import from Google Drive, and so on |
| Manage Content Generation | Can generate Knowledge Bases with 'Generate from sources' |
| Manage Company Team | Can invite and remove team members, change their roles, and create, edit and delete roles |
| Manage KB Access | Can set section-level access permissions on Knowledge Bases |
| View Activity Stream | Can view the Activity Stream page showing all company activity |
| HR Tests | Can create, assign and grade HR tests and see their results |
| Audits | Can create and run audit checklists and see their results |
| Messenger Replies | Messenger and Instagram: connect Pages, change reply settings, send replies, manage leads |
| Website Chat | Website chat: set up the widget, reply to visitors, manage leads |
| Billing | Not in the role editor. Company admins manage the plan, invoices and AI usage |
Editing and Deleting Roles
- Edit -- Click on any role in the Roles list to open the role editor. Change permissions and click 'Save Changes'.
- Delete -- Click the delete button on a custom role to remove it. Users assigned to that role will need to be reassigned.
- Default roles (Company Admin, Editor, Viewer) can be customized but not deleted.
Be careful when modifying roles that are actively assigned to team members. Changing permissions takes effect immediately -- affected users will gain or lose access in real time.