Permissions and roles
Klarify uses roles to control what each member can see and do. A member has a role from each of three groups: a user role, an admin role, and a content access role.
User roles
A user role describes how a member relates to your organization.
| User role | Definition |
|---|---|
| Employee | Internal to the organization and linked to an employee record. Can be assigned to positions, which can own and perform documents. |
| Guest | Can only view documents shared directly with them. Does not appear in the organizational structure and cannot be assigned to positions, teams, or departments. |
| Partner | External partner access, managed from the Partners page in settings. Cannot be assigned to positions, teams, or departments. |
Admin roles
An admin role determines which organization-level settings a member can manage.
| Admin role | Definition |
|---|---|
| Account Owner | Full control over the organization, including billing and all settings. Inherits Super Admin rights. |
| Super Admin | Inherits Org Admin and Account Manager rights. Excluded from billing and from managing the organization itself, such as account deletion. |
| Account Manager | Can manage organization settings (name, domain, logo), members, integrations, and API keys. |
| Org Admin | Can manage employees, positions, teams, locations, and departments. |
| Personal Admin | Can manage personal account settings and profile. Available to all member types. |
Content access roles
A content access role controls how much content a member can work with. It is chosen when you invite or create a member.
| Content access | Definition |
|---|---|
| Viewer | Can only view content they have permission to see |
| Editor | Can create and edit content they have permission to edit |
| Manager | Can edit all published content and the terms glossary |
Content-level access
In addition to role-based access, content-level permissions apply to individual documents. Folders are visible to every active member, but individual documents (process models and global tasks) inside a folder can be restricted. A member who has not been granted access to a specific document cannot view it, regardless of their role.
Related
- Owners and performers — how accountability and responsibility are assigned on documents
- How Klarify AI applies your permissions — how these roles work when you connect an AI client