Roles and Permissions

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Overview

ProBeya uses a role-based access control (RBAC) system with four built-in roles. Permissions cascade from the organization level down to individual boards.

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Built-In Roles

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Owner

The organization creator. There is exactly one owner per organization. The owner has all permissions and can:

• Delete the organization
• Manage billing and subscription
• Transfer ownership to another admin
• Everything an Admin can do

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Admin

Organization administrators who can manage the platform:

• Manage members (invite, deactivate, change roles)
• Create and delete workspaces
• Access all workspaces and boards
• Configure organization settings
• Manage integrations and automations
• View audit logs
• Everything a Member can do

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Member

Standard users who can work with projects and boards:

• Create projects and boards in workspaces they belong to
• Create, edit, and delete items
• Create and manage views
• Post comments and mentions
• Upload files
• Use the form builder

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Guest

External collaborators with restricted access:

• Access only boards they are explicitly invited to
• View or edit items (depending on board-level permission)
• Post comments on accessible boards
• Cannot create boards, projects, or workspaces

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Permissions Matrix

Permission	Owner	Admin	Member	Guest
Delete organization	Yes	No	No	No
Manage billing	Yes	No	No	No
Manage members	Yes	Yes	No	No
Create workspaces	Yes	Yes	No	No
Delete workspaces	Yes	Yes	No	No
Access all workspaces	Yes	Yes	No	No
Create projects	Yes	Yes	Yes	No
Create boards	Yes	Yes	Yes	No
Delete boards	Yes	Yes	Creator only	No
Create items	Yes	Yes	Yes	If edit access
Edit items	Yes	Yes	Yes	If edit access
Delete items	Yes	Yes	Yes	No
Create automations	Yes	Yes	Yes	No
Manage integrations	Yes	Yes	No	No
View audit logs	Yes	Yes	No	No
Post comments	Yes	Yes	Yes	Yes
Upload files	Yes	Yes	Yes	If edit access
Create forms	Yes	Yes	Yes	No
Invite guests	Yes	Yes	Yes	No

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Workspace-Level Permissions

Each workspace has its own access controls:

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Board-Level Permissions

Individual boards can have granular permissions:

• Full Access — Can edit items, columns, groups, and board settings
• Edit Access — Can edit items but not board structure (columns, groups)
• Comment Only — Can view and comment but not edit items
• View Only — Read-only access

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Column-Level Permissions

For sensitive data, you can restrict editing on specific columns:

1. Right-click a column header
2. Select Column Permissions
3. Choose who can edit: Everyone, Admins Only, or Specific Members

This is useful for fields like Budget, Salary, or Approval Status that should only be edited by authorized people.

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Custom Roles

Create custom roles with a specific set of permissions tailored to your organization. Go to Settings > Roles to create and manage custom roles.