Roles & permissions
What every default role can do in every Metadot app, and how private sharing works
This page lists the default roles of every app and what each one allows. Apps marked Alpha, Beta or Soon are not generally available yet. Workspace admins assign app roles under Settings → Users & roles.
How access works
Metadot checks three layers, and all of them must allow an action:
- Workspace role — owner, admin or member. Decides workspace-level things like billing and who can invite people.
- App role — a per-app role (Viewer, Member, Admin, …) that decides which features of an app someone can use. The tables below list these for every app.
- Container access — for private containers (a Stackr board, a ticket queue, a BookMe calendar, …) the person must also have been shared on that container as a viewer, editor or maintainer.
Workspace roles
| Role | What it means |
|---|
| Owner | Everything an admin can do, plus the irreversible workspace actions: deleting the workspace and transferring ownership. |
| Admin | Full access to every app's features and to workspace settings and billing. Not automatic access to private containers (see below). |
| Member | No workspace-level powers. What a member can do comes from their app roles and from what has been shared with them. |
Workspace owners and admins are promoted to each app's admin role automatically; members start with the app's default role shown below (or no access when an app has none).
Private containers: viewer, editor, maintainer
- Viewer can read.
- Editor can change content.
- Maintainer can also change the container itself and share it.
The app role is a ceiling: a member with a read-only app role stays read-only even when they are an editor on the container.
Nobody gets access by role alone. Workspace owners, admins and platform super admins have no implicit access to any container: they see its contents only when it has been shared with them. "Everyone in the workspace" sharing only reaches active members and is never maintainer.
Containers differ in what happens when the last share is removed:
- Private containers (Stackr boards and folders, ticket queues, BookMe calendars and folders) never fall back to everyone: a queue always keeps an explicit maintainer, and removing a share from a board or folder can never take away its last eligible maintainer. If maintainers leave or lose their app role, a workspace admin can name a new maintainer (gaining no access themselves); a board inside a folder nobody can manage is recovered by recovering its folder. Removing shares can only narrow access.
- Shared-fallback containers (CRM pipelines, asset locations, changelog topics) revert to everyone in the workspace can edit if their last share is removed, so they never become unreachable.
Sharing is a maintainer action on private containers. On CRM pipelines, asset locations and changelog topics, editors can change sharing too — grant editor there only to people you trust with that.
| Container | What it holds | When the last share is removed | Who can share it |
|---|
crm_pipeline | CRM pipeline — its deals, leads and deal-linked activities. Viewer reads; editor changes deals, leads and activities; maintainer also changes who it is shared with (and cannot be removed if they are the last one who can). | Reverts to everyone can edit | Maintainers |
stk_board | Stackr board (project) — lists, cards, comments, checklists, files. Its creator, and anyone appointed project manager, get a maintainer share; there is no separate owner. | Stays private | Maintainers |
stk_folder | Stackr folder — grants on a folder flow onto every board inside it. Its creator gets a maintainer share. | Stays private | Maintainers |
tkt_queue | Ticket queue — tickets, replies, queue email and settings. Viewer reads; editor replies and updates; maintainer configures the queue (automation, mailbox). Tickets with no queue (the triage inbox) are visible to every member with the Tickets app. | Stays private | Maintainers |
ast_location | Asset location — the assets, checkouts and stock held there. Viewer reads; editor changes assets and checks them in and out and can share it. | Reverts to everyone can edit | Editors and maintainers |
chg_topic | Changelog topic — its entries, subscribers and settings. Workspace-only topics are invisible to non-members and super admins. Maintainers change who it is shared with (and cannot be removed if they are the last one who can). | Reverts to everyone can edit | Maintainers |
bkm_calendar | BookMe calendar — availability, links, bookings and sharing. The owner is an implicit maintainer; ownership moves only through transfer/claim. | Stays private | Maintainers |
bkm_folder | BookMe folder — grants on a folder flow onto every calendar inside it. | Stays private | Maintainers |
Assets · Alpha
Manage your asset inventory, checkouts, and locations
- New members start as: Member.
- Workspace owners and admins are: Admin.
| Role | Builds on | What it is for |
|---|
| Admin | — | Full access including settings |
| Member | — | Can manage assets, checkouts, and inventory |
| Viewer | — | Read-only access |
| What you can do | Permission | Admin | Member | Viewer |
|---|
| Create, edit and delete asset | assets.asset:manage | ✓ | ✓ | |
| View audit | assets.audit:view | ✓ | | |
| Approve checkout | assets.checkout:approve | ✓ | | |
| Create, edit and delete checkout | assets.checkout:manage | ✓ | ✓ | |
| Create, edit and delete contract | assets.contract:manage | ✓ | | |
| View dashboard | assets.dashboard:view | ✓ | ✓ | ✓ |
| Create, edit and delete inventory | assets.inventory:manage | ✓ | ✓ | |
| View report | assets.report:view | ✓ | ✓ | ✓ |
| Create, edit and delete tag | assets.tag:manage | ✓ | | |
BookMe
Schedule meetings
- New members start as: Member.
- Workspace owners and admins are: Admin.
| Role | Builds on | What it is for |
|---|
| Admin | — | Full access to all BookMe features |
| Member | — | Can manage calendars and view bookings |
| Viewer | — | Read-only access |
| What you can do | Permission | Admin | Member | Viewer |
|---|
| Create, edit and delete booking | bookme.booking:manage | ✓ | ✓ | |
| View booking | bookme.booking:read | ✓ | ✓ | ✓ |
| Create, edit and delete calendar | bookme.calendar:manage | ✓ | ✓ | |
| View dashboard | bookme.dashboard:view | ✓ | ✓ | ✓ |
Changelog
Communicate updates
- New members start as: Member.
- Workspace owners and admins are: Admin.
| Role | Builds on | What it is for |
|---|
| Admin | — | Full access including settings and subscribers |
| Editor | — | Can create, edit, and publish entries |
| Member | — | Can create and edit entries, and create topics |
| Viewer | — | Read-only access |
| What you can do | Permission | Admin | Editor | Member | Viewer |
|---|
| Create, edit and delete entry | changelog.entry:manage | ✓ | ✓ | ✓ | |
| Publish an entry (and email its subscribers). | changelog.entry:publish | ✓ | ✓ | | |
| View entry | changelog.entry:read | ✓ | ✓ | ✓ | ✓ |
| Create, edit and delete settings | changelog.settings:manage | ✓ | | | |
| Create, edit and delete subscriber | changelog.subscriber:manage | ✓ | | | |
| Create a topic; the creator becomes its maintainer, and nobody else can manage it until it is shared. A workspace-visible topic's published entries are readable by every active member regardless of grants; a public topic also needs changelog.topic:publish_public. | changelog.topic:create | ✓ | ✓ | ✓ | |
| Not checked by any action today, so granting or removing it changes nothing. Creating a topic is changelog.topic:create; renaming, changing visibility or deleting one is the topic maintainer's. | changelog.topic:manage | ✓ | ✓ | | |
| Make a topic public, on create (which also needs changelog.topic:create) or by editing it (which also needs maintainer access on the topic), so its published entries are readable by anyone with the URL. | changelog.topic:publish_public | ✓ | ✓ | | |
Control Calendar · Alpha
Run SOPs on a schedule — recurring obligations with reports and approvals
- New members start as: Member.
- Workspace owners and admins are: Admin.
| Role | Builds on | What it is for |
|---|
| Admin | — | Create and manage schedules, work and approve runs |
| Member | — | See the calendar, work and approve assigned runs |
| Viewer | — | Read-only access to schedules and reports |
| What you can do | Permission | Admin | Member | Viewer |
|---|
| Execute run | control_calendar.run:execute | ✓ | ✓ | |
| Create, edit and delete schedule | control_calendar.schedule:manage | ✓ | | |
| View schedule | control_calendar.schedule:read | ✓ | ✓ | ✓ |
CRM · Alpha
Manage contacts and opportunities
- New members start as: Member.
- Workspace owners and admins are: Admin.
| Role | Builds on | What it is for |
|---|
| Viewer | — | Read-only access to the CRM dashboard and lists |
| Member | Viewer | Can manage leads, contacts, companies, and opportunities |
| Admin | Member | Full access including pipelines, settings, and teams |
| What you can do | Permission | Viewer | Member | Admin |
|---|
| Create, edit and delete activity | crm.activity:manage | | ✓ | ✓ |
| Create, edit and delete company | crm.company:manage | | ✓ | ✓ |
| Delete a company forever from the Trash. Its contacts and deals stay, unlinked. | crm.company:purge | | | ✓ |
| Create, edit and delete contact | crm.contact:manage | | ✓ | ✓ |
| Delete a contact forever from the Trash. The person record and synced email history stay. | crm.contact:purge | | | ✓ |
| Create, edit and delete contact list | crm.contact_list:manage | | | ✓ |
| View dashboard | crm.dashboard:view | ✓ | ✓ | ✓ |
| Create, edit and delete lead | crm.lead:manage | | ✓ | ✓ |
| Create, edit and delete mailer | crm.mailer:manage | | | ✓ |
| Create, edit and delete opportunity | crm.opportunity:manage | | ✓ | ✓ |
| Create a pipeline; the creator becomes its maintainer. Making it the workspace default also needs crm.pipeline:manage. | crm.pipeline:create | | ✓ | ✓ |
| (Together with maintainer access on that pipeline) change which pipeline is the workspace default or retire the default. Creating a pipeline is crm.pipeline:create, and renaming or retiring any other pipeline and changing stages is the pipeline maintainer's, not this permission's. | crm.pipeline:manage | | | ✓ |
| Create, edit and delete tag | crm.tag:manage | | | ✓ |
| Create, edit and delete team | crm.team:manage | | | ✓ |
Directory · Beta
Find anyone at the company — phone, extension, room, and more
- New members start as: Member.
- Workspace owners and admins are: Admin.
- Off by default: a workspace admin turns this app on.
| Role | Builds on | What it is for |
|---|
| Viewer | — | Browse the directory |
| Member | Viewer | Browse the directory |
| Admin | Member | Browse the directory and manage departments |
| What you can do | Permission | Viewer | Member | Admin |
|---|
| View dashboard | directory.dashboard:view | ✓ | ✓ | ✓ |
| Create, edit and delete settings | directory.settings:manage | | | ✓ |
Inventory · Alpha
Monitor and manage stock
- New members start as: Member.
- Workspace owners and admins are: Admin.
| Role | Builds on | What it is for |
|---|
| Admin | — | Full access including categories and settings |
| Member | — | Can manage items and create transactions |
| Viewer | — | Read-only access |
| What you can do | Permission | Admin | Member | Viewer |
|---|
| Create category | inventory.category:create | ✓ | | |
| Delete category | inventory.category:delete | ✓ | | |
| View category | inventory.category:read | ✓ | | |
| Edit category | inventory.category:update | ✓ | | |
| Create item | inventory.item:create | ✓ | ✓ | |
| Delete item | inventory.item:delete | ✓ | | |
| View item | inventory.item:read | ✓ | ✓ | ✓ |
| Edit item | inventory.item:update | ✓ | ✓ | |
| View stock | inventory.stock:read | ✓ | ✓ | ✓ |
| Create transaction | inventory.transaction:create | ✓ | ✓ | |
| View transaction | inventory.transaction:read | ✓ | ✓ | ✓ |
InvoiceMe · Alpha
Create and send invoices, track payments, and automate reminders
- New members start as: Member.
- Workspace owners and admins are: Admin.
| Role | Builds on | What it is for |
|---|
| Admin | — | Full access to invoicing |
| Member | — | Can create and send invoices |
| Viewer | — | Read-only access |
| What you can do | Permission | Admin | Member | Viewer |
|---|
| Create, edit and delete customer | invoiceme.customer:manage | ✓ | ✓ | |
| View dashboard | invoiceme.dashboard:view | ✓ | ✓ | ✓ |
| Create, edit and delete invoice | invoiceme.invoice:manage | ✓ | ✓ | |
| Send invoice | invoiceme.invoice:send | ✓ | ✓ | |
| Create, edit and delete settings | invoiceme.settings:manage | ✓ | | |
Knowledge base · Alpha
Articles and knowledge base with public links
- New members start as: Member.
- Workspace owners and admins are: Admin.
| Role | Builds on | What it is for |
|---|
| Viewer | — | Read-only access to articles |
| Member | Viewer | Can create and edit articles |
| Editor | Member | Can publish articles in addition to managing them |
| Admin | Editor | Full access including app-wide settings |
| What you can do | Permission | Viewer | Member | Editor | Admin |
|---|
| Create, edit and delete article | knowledge.article:manage | | ✓ | ✓ | ✓ |
| Publish article | knowledge.article:publish | | | ✓ | ✓ |
| View article | knowledge.article:read | ✓ | ✓ | ✓ | ✓ |
| Create, edit and delete settings | knowledge.settings:manage | | | | ✓ |
Polls · Alpha
Gather quick feedback
- New members start as: Member.
- Workspace owners and admins are: Admin.
| Role | Builds on | What it is for |
|---|
| Admin | — | Full access to all Polls features |
| Member | — | Can create polls and view results |
| Viewer | — | Can vote and view results only |
| What you can do | Permission | Admin | Member | Viewer |
|---|
| View dashboard | polls.dashboard:view | ✓ | ✓ | ✓ |
| Close poll | polls.poll:close | ✓ | | |
| Create, edit and delete poll | polls.poll:manage | ✓ | ✓ | |
| View poll | polls.poll:read | ✓ | ✓ | ✓ |
Reports · Beta
AI-generated briefs with actionable insights and CTAs. Opstack agents publish; humans review and act.
- New members start as: Member.
- Workspace owners and admins are: Admin.
| Role | Builds on | What it is for |
|---|
| Admin | — | Create reports, resolve insights, request CTA executions |
| Member | — | Read reports, resolve insights, request CTA executions |
| Viewer | — | Read-only access |
| What you can do | Permission | Admin | Member | Viewer |
|---|
| Execute cta | reports.cta:execute | ✓ | ✓ | |
| Resolve insight | reports.insight:resolve | ✓ | ✓ | |
| Create, edit and delete report | reports.report:manage | ✓ | | |
| View report | reports.report:read | ✓ | ✓ | ✓ |
SOPs · Alpha
Standard Operating Procedures — the manuals human and AI position holders follow
- New members start as: Member.
- Workspace owners and admins are: Admin.
| Role | Builds on | What it is for |
|---|
| Admin | — | Create, edit, publish, and archive SOPs |
| Member | — | Read SOPs only |
| Viewer | — | Read-only access |
| What you can do | Permission | Admin | Member | Viewer |
|---|
| Create, edit and delete sop | sops.sop:manage | ✓ | | |
| View sop | sops.sop:read | ✓ | ✓ | ✓ |
Stackr
Project management
- New members start as: Member.
- Workspace owners and admins are: Admin.
| Role | Builds on | What it is for |
|---|
| Viewer | — | Read-only access to boards the user has been granted on |
| Member | Viewer | Can create and edit projects and tasks (on accessible boards) |
| Admin | Member | Full app-config access (templates, taxonomy, publishing). Does NOT bypass board-level ACLs. |
| What you can do | Permission | Viewer | Member | Admin |
|---|
| Create, edit and delete board | stackr.board:manage | | ✓ | ✓ |
| Publish a board to a public link. | stackr.board:publish | | | ✓ |
| View board | stackr.board:read | ✓ | ✓ | ✓ |
| Create, edit and delete task | stackr.task:manage | | ✓ | ✓ |
Suppliers · Alpha
Track and manage suppliers
- New members start as: Member.
- Workspace owners and admins are: Admin.
| Role | Builds on | What it is for |
|---|
| Admin | — | Full access including categories and settings |
| Member | — | Can manage suppliers and subscriptions |
| Viewer | — | Read-only access |
| What you can do | Permission | Admin | Member | Viewer |
|---|
| Create, edit and delete category | suppliers.category:manage | ✓ | | |
| View dashboard | suppliers.dashboard:view | ✓ | ✓ | ✓ |
| View report | suppliers.report:view | ✓ | | |
| Create, edit and delete subscription | suppliers.subscription:manage | ✓ | ✓ | |
| Create, edit and delete supplier | suppliers.supplier:manage | ✓ | ✓ | |
Tickets · Alpha
Handle support tickets and issue tracking
- New members start as: Member.
- Workspace owners and admins are: Admin.
| Role | Builds on | What it is for |
|---|
| Viewer | — | Read-only access to tickets and reports |
| Member | Viewer | Can manage and collaborate on tickets |
| Admin | Member | Full access including tag taxonomy, queues, and settings |
| What you can do | Permission | Viewer | Member | Admin |
|---|
| Read the email side of tickets. Also needs at least viewer on the ticket queue. | tickets.email:read | ✓ | ✓ | ✓ |
| Send replies from a queue's mailbox. Also needs at least editor on the queue. | tickets.email:send | | ✓ | ✓ |
| Create, edit and delete group | tickets.group:manage | | | ✓ |
| Link a Gmail inbox to a queue. Also needs maintainer access on that queue, checked again when the mailbox is saved. | tickets.queue:connect_gmail | | | ✓ |
| Create a queue; the creator becomes its maintainer. Linking a Gmail inbox to it also needs tickets.queue:connect_gmail. | tickets.queue:create | | ✓ | ✓ |
| Not checked by any action today, so granting or removing it changes nothing. Disconnecting a queue's inbox is the queue maintainer's (with a Tickets role that can still change queues). | tickets.queue:disconnect_gmail | | | ✓ |
| Create, edit and delete tag | tickets.tag:manage | | | ✓ |
| Create and update tickets and reply. On a queue it also needs editor access. | tickets.ticket:manage | | ✓ | ✓ |
| View ticket | tickets.ticket:read | ✓ | ✓ | ✓ |
Workflows · Beta
Automate repetitive tasks
- New members start as: Member.
- Workspace owners and admins are: Admin.
| Role | Builds on | What it is for |
|---|
| Admin | — | Full access to workflow management |
| Member | — | Can create and manage workflows |
| Viewer | — | Can view workflows and execution log |
| What you can do | Permission | Admin | Member | Viewer |
|---|
| View execution | workflows.execution:view | ✓ | ✓ | ✓ |
| Create, edit and delete workflow | workflows.workflow:manage | ✓ | ✓ | |