Managing your documentation team effectively ensures the right people have access to create, edit, and publish content. Use this guide to understand user roles, invite new team members, and adjust permissions within your organization.
Understanding User Roles
Every team member in your organization is assigned a role that dictates what actions they can perform. Assigning the principle of least privilege helps keep your documentation secure and organized.
| Role | Permissions | Best For |
|---|---|---|
| Owner | Full access to billing, organization settings, team management, and all documentation. | The primary account holder or CTO. |
| Admin | Can manage team members, configure global settings, and publish documentation. | Team leads and documentation managers. |
| Editor | Can create, edit, and preview content locally, but cannot manage team members. | Technical writers and developers. |
| Viewer | Can only view private documentation and leave comments. | Internal stakeholders and reviewers. |
Every organization must have exactly one Owner. To transfer ownership to another user, the current Owner must initiate the transfer from their Account Preferences.
Inviting Team Members
You can invite new collaborators directly from your dashboard.
- 1
Navigate to Team Settings
Log in to your Dashboard and select your organization. Click on Settings in the sidebar, then navigate to the Team tab.
- 2
Send an Invitation
Click the Invite Member button in the top right corner. Enter the email address of the person you want to invite.
- 3
Assign a Role
Select the appropriate role (Admin, Editor, or Viewer) from the dropdown menu and click Send Invite.
Here is how the invitation workflow operates behind the scenes:
flowchart LR
A["Admin Dashboard"] --> B["Send Invitation"]
B --> C{"User has an account?"}
C -- "Yes" --> D["Added to Team Immediately"]
C -- "No" --> E["Email Invite Sent"]
E --> F["User Signs Up & Joins"]Pending invitations expire after 7 days. If a team member misses the window, you can resend the invitation from the "Pending Invites" section of the Team tab.
Modifying Roles and Removing Users
As your team evolves, you may need to promote an Editor to an Admin or remove users who no longer need access.
Changing a Role
To update a user's permissions, locate their name in the Team list. Click the dropdown menu next to their current role and select the new role. Changes take effect immediately upon selection.
Removing a User
To remove a user entirely, click the Remove (trash can) icon next to their name.
Removing a user revokes their access instantly. However, any documentation commits or changes they previously authored will remain intact in your repository.
Managing Roles via API
In addition to the dashboard, you can manage your organization's team members and invitations programmatically using the Developer API.
Key capabilities include:
User Management: Retrieve active users, update a user's role (
PATCH /v1/organization/{organization_id}/user/{user_id}/role), or remove them from the organization (DELETE /v1/organization/{organization_id}/user/{user_id}).Invitations: Send new invites (
POST /v1/organization/{organization_id}/user/invite), list pending invites, and accept invitations.Document Grants: You can add or remove specific document access grants for a member using
PATCH /v1/organization/{organization_id}/users/{user_id}/grants. (Note: This is currently available for readers only).
Frequently Asked Questions
Can I create custom roles?
Currently, we support the four standard roles (Owner, Admin, Editor, Viewer). Custom granular permissions are not available at this time.
What happens if the Owner leaves the company?
Before the Owner's account is deactivated, they should transfer ownership to another Admin. If the Owner has already left and the account is inaccessible, please contact Support to verify your organization and initiate a manual transfer.
Do Viewers count towards my billing quota?
No, Viewers are completely free and do not count toward your active editor seats. You can invite as many internal Viewers as you need.
Related Resources
Explore more ways to configure your workspace and manage your account: