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 Data Collection, Content 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.
- Toggle individual permissions on or off. Available permissions include: Create KB, Manage Data Collection, Manage Content Generation, Manage Users, Manage Roles, Manage KB Access, View Activity Stream, and Manage Billing.
- Click 'Save' to create the role.
Permission Reference
| Permission | What It Controls |
|---|---|
| Create KB | Can create new blank Knowledge Bases |
| Manage Data Collection | Access to the Data Collection page (crawl websites, connect emails, etc.) |
| Manage Content Generation | Access to the Content Generation page (generate KBs) |
| Manage Users | Can invite, remove, and change roles of team members |
| Manage Roles | Can 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 |
| Manage Billing | Access to the Billing page (change plans, view invoices, manage 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.