Workspace roles: owners, admins, editors and viewers

Gradiently has four workspace roles. The owner can do everything, including billing and deleting the workspace. Admins manage people, brands, Marks and API keys. Editors make and edit designs and upload images. Viewers see everything and change nothing. Team workspaces and roles are part of Pro; you choose a role when you invite someone and can change it later from Settings › Team.

What each workspace role can do

The roles nest: an admin can do everything an editor can, and an editor can see everything a viewer can. That makes the choice simple. Ask what the person needs to change, and give them the lowest role that allows it.

A role applies to the whole workspace, across every brand in it. If someone should only ever touch one client or one product line, the cleaner answer is a separate workspace for that work, not a narrower role. Running several brands from one account explains how brands and workspaces fit together.

Admin vs editor: where the line sits

Most of the decisions on a team come down to admin or editor. The difference is whether someone shapes the workspace or works inside it.

API keys deserve a note. A key acts with the permissions you tick and within its creator’s role, so it can never do more than the person who made it. If that person is removed or loses their admin role, their keys stop working too. Connecting an AI assistant covers keys in full.

How to invite people and choose a role

1. 1

   Open Settings › Team

   Check the workspace name at the top. Invitations belong to the workspace you are in.

2. 2

   Enter an email and choose a role

   Owners and admins can invite. Pick the lowest role that lets the person do their job.

3. 3

   Send the invite

   They get an email with a link to join. It works for seven days.

4. 4

   They accept

   They confirm the same email address the invite went to, and the workspace appears in their list.

5. 5

   Adjust later

   Change anyone’s role from the same list as the work changes. They see the new role straight away.

Roles for teams of different sizes

There is no right number of admins, but there is a wrong one: everybody. The setups below are starting points that keep control clear without slowing anyone down. Revisit the list whenever a project starts or ends, because that is when roles quietly drift.

Viewers who only need to see a single finished design don’t need to join at all. Share on a design gives a view-only link anyone can open and download from, and you can turn it off at any time. Working with a team in Gradiently covers sharing, comments and version history.

Changing roles and removing people

• Changing a role takes effect straight away. Gradiently confirms it, for example “Sam is now an admin”.
• Removing someone takes their access away at once. Their designs stay in the workspace, and you can invite them again later.
• Leaving is open to anyone except the owner. Your own personal workspace can never be left or deleted.
• Deleting a workspace is for the owner only, and deletes its brands, designs and invitations for everyone, so it asks you to confirm.