Roles

Roles are set separately for each workspace. The same person can be an owner in one workspace and a guest in another. You can check your role under My role in Workspace settings → General.

The four roles

Role	Description
Owner	The person who created the workspace. Has every permission and is the only role that can delete the workspace. The owner’s role can’t be changed, and the owner can’t be removed from the workspace.
Admin	Invites and manages members and guests, and manages sharing settings and billing. Has the same administrative permissions as the owner, except deleting the workspace. Admins can also change the role of, or remove, other admins.
Member	Creates and edits content with notes, ideas, the agent and whiteboards. Can view sharing settings and workspace settings but can’t change them.
Guest	An external collaborator who can access only notes opened to guests and agent chats shared to the workspace. Doesn’t use a seat.

For how to invite people and change roles, see Workspaces and members.

What each role can do

Content

Action	Owner	Admin	Member	Guest
Create notes and folders, use Ideas and Whiteboard	✓	✓	✓	—
Start new agent chats, share your chats to the workspace	✓	✓	✓	—
View agent chats shared to the workspace	✓	✓	✓	Read-only
View and edit notes opened to guests	✓	✓	✓	✓
AI features (AI assistant, image text extraction, PDF import), image uploads, `@` mentions	✓	✓	✓	—
View and edit private (admins-only) notes and folders	✓	✓	—	—
Change sharing settings of notes and folders	✓	✓	—	—
Permanently delete notes from Trash	✓	✓	—	—
Delete a whiteboard session someone else opened	✓	✓	—	—
Create research-note e-signatures (workspaces with the R&D Addon)	✓	✓	✓	—

Members can open a note’s Share dialog to see the current settings, but it shows Only admins can change sharing settings. and they can’t change anything.

Running the workspace

Action	Owner	Admin	Member	Guest
Open workspace settings	✓	✓	✓	—
See the member list	✓	✓	✓	—
Invite members and guests, manage pending invitations, change roles, remove people	✓	✓	—	—
Rename the workspace, change Allow share links and Trash retention period	✓	✓	—	—
See the Billing tab	✓	✓	✓	—
Upgrade, register or change the card, add seats, cancel the subscription, apply a trial code	✓	✓	—	—
Delete the workspace	✓	—	—	—

On the Billing tab, members see disabled buttons and Only owners or admins can change billing. For billing details, see Plans and limits.

What guests can do

Guests see only what’s opened to them, not the whole workspace.

Notes: They can view and edit only notes where an admin set All guests to Can edit (or notes inside a folder opened that way). They can’t create notes or folders, or delete or organize notes.
Agent: They read chats shared to the workspace, read-only. They can’t start new chats, and the app shows Guests can view shared conversations in read-only mode.
Editor: They can’t use the AI assistant, image text extraction or PDF import, and can’t upload new images. They can’t @ mention anyone, and others can’t mention them.
Sharing: Guests can’t be added to a note one by one. Guest access is managed only through the single All guests setting.
E-signatures: They can’t open the signature history or sign, and can’t be assigned as a reviewer.

Screens guests don’t see

Situation	Hidden from the navigation rail
Viewing a workspace you joined as a guest	AI Cortex, Activity, Ideas, Whiteboard
An account that is a guest in every workspace	All of the above, plus Start, My Mash and Inbox

Workspaces you joined as a guest show a Guest label in the Account menu and have no workspace settings gear.