Roles & permissions

Every person in a Zoabase workspace has exactly one role. A role is a named set of permissions, and each permission unlocks one kind of access: viewing the CRM, deleting records, changing the plan, managing people, and so on. Change a role and everyone who has it gets the new access straight away.

The owner

The person who created the workspace is its owner. The owner always has every permission — billing, people, roles and everything else — whatever role they hold, so a workspace can never lock itself out. Nobody else can change the owner's role, reset their password or deactivate them.

To hand the workspace over, the owner opens Workspace settings → Members, opens the ⋯ menu next to someone and chooses Make owner…. Both of you keep the Admin role until someone changes it, and only the new owner can transfer ownership again.

Built-in roles

Every workspace starts with three roles:

• Admin — full access to everything. Admin always has every permission and can't be edited or deleted.
• Member — everyday work: the CRM, projects, channels, docs, meetings, the service desk, uploads and AI. Members can't change workspace settings, billing, people or roles. New people get this role unless you pick another.
• Viewer — reads the CRM, projects and service requests and chats with the team, but can't change records. Viewer is a starter role: edit it or delete it.

Create your own roles

Open Workspace settings → Roles & permissions and choose New role. Give it a name such as Sales rep, Support agent or Contractor, optionally start from an existing role's permissions, then tick the permissions it should have. Permissions are grouped by area:

Area	Permissions
Workspace & billing	Edit workspace settings · Manage plans & billing
People & access	Invite people · Manage members · Manage roles & permissions
Sales & CRM	View · Create · Edit · Delete · Import & bulk edit · Customize the CRM
Projects	View projects · Create projects · Manage all projects
Messaging	Create channels · Manage all channels · Moderate messages
Docs & meetings	Create docs & artifacts · Manage all docs · Schedule meetings · Manage all meetings
Service desk	View service requests · Work on requests · Configure service desks
Files & AI	Upload files · Use AI

Some access never needs a permission: everyone can chat in channels they belong to, send direct messages, edit their own profile and keep personal reminders. Project members always see their own projects, and project admins can always set up their own project's service desk.

Tip: Delete a custom role from its page. Zoabase asks which role its people (and any open invites) move to.

Give someone a role

• Workspace settings → Members lists everyone with a role picker on each row. Pick a role and it applies at once.
• Invite people and Add member let you choose the role up front; the invite link carries it.
• When someone asks to join with your workspace ID, pick their role as you approve them.

You can only hand out what you have

To stop access from creeping upwards, you can only grant permissions you hold yourself. Someone with Manage roles & permissions but not Manage plans & billing can't create a role with billing access, give someone the Admin role, or move someone off a role that has more access than they do. You also can't change your own role — ask someone else (the owner can change theirs).

What people without access see

Pages a role can't open show You don't have access to this with the permission it needs. Buttons for actions you can't take are hidden, Home widgets built on data you can't see show a short note, and search leaves out records you can't open. The server checks every request too, so hiding a button is never the only thing standing in the way.