SmartSuite provides four levels of access for Member Profiles:
Account Administrator
Solution Creator
General Access
Guest
Each user is assigned a Role that determines their capabilities within the SmartSuite workspace. If individual Members require more or fewer capabilities, you can easily change their Roles.
Plan Availability | All plan types |
Permissions | Administrators: Can assign and modify roles for all users in the workspace. |
Related Reading |
How to Change an Existing User's Role
Changing a user’s Role is simple and immediate. Follow these steps to assign a new role to a Member:
Steps to Change a Role
Log in as a Member with the Administrator role.
Open User Profile Options:
Click your profile icon in the upper-right corner of the SmartSuite interface.
Select Workspace Administration from the dropdown menu.
Manage Members:
Click the Manage Members tab.
Locate the Member whose Role you want to change.
Update Role:
In the Member’s row, select the desired Role from the dropdown list.
The new Role is applied instantly.
Alternative Method: Using Manage User Profile Information
You can also change a user’s Role through the Manage User Profile Information dialog. This method takes a few more steps:
Steps to Change a Role via User Profile
Follow steps 1–3 above to open the Manage Members tab.
Open User Profile:
Click on the Member’s name. This opens the Manage User Profile Information dialog.
Update Role:
Under Workspace Information, select Edit.
Change the Assigned Role and click Update Workspace Information to save changes.
Practical Scenarios and Use Cases
Here are examples of how adjusting Member Roles can support your organization:
1. Departmental Collaboration
Scenario: The Marketing team needs tailored access to manage campaigns.
Solution: Assign Solution Creator roles to key team members to allow them to create and manage solutions.
2. Onboarding New Employees
Scenario: A new employee joins the Customer Support team and needs limited access to solutions.
Solution: Assign a General Access role to ensure they can view relevant workspaces without altering configurations.
3. Project Leadership
Scenario: A team leader is promoted and requires additional permissions.
Solution: Upgrade their Role to Account Administrator to give them oversight of workspace settings.
4. Client Access
Scenario: A company wants to give clients access to a dashboard to see their project work in action
Solution: Invite the clients as Guests to see their dashboard filled with data from any records assigned to them