Plan Availability | All plan types |
Permissions | Only Administrators can assign or modify roles.
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Related Readings |
Overview of User Roles
SmartSuite defines four roles for workspace Members, each with unique permissions:
Guest
General Access
Solution Creator
Workspace Administrator
Guest Role
The Guest role is a free user type with limited access to SmartSuite’s features. Guests can:
View and comment on records assigned to them through the "Assigned To" field.
Modify status fields and checklist items assigned to them.
Edit the Signature field
Notes:
Guests can update status fields from "My Work," the Record View, or the Grid View.
Guest Limits by Plan:
Plan | Guest User Limit |
Free | 1 guest user |
Team | 1 guest per paid Team user |
Pro | Up to 3 guests per paid Pro user |
Enterprise | Up to 5 guests per paid Enterprise user |
General Access Role
The General Access role is assigned to most Members. These users can:
Access solutions, tables, and data as assigned to them or their Teams.
Utilize communication tools like @mentions and starred items.
Edit their profile information and view the Member Directory.
View, comment on, and download saved views.
Set their own status and view other users' statuses.
General Access Limitations:
Cannot modify solution configurations, table structures, or permissions unless assigned the Solution Manager permission.
Additional Capabilities for Solution Managers:
General Access users with the Solution Manager permission can:
Modify the Solution’s name, color, and icon.
Import data into tables and create or modify tables.
Link tables and create automations.
Configure permissions and restore deleted items.
Solution Creator Role
The Solution Creator role allows users to:
Create new solutions from templates or from scratch.
Automatically gain Solution Manager permissions for solutions they create (can be revoked later).
Additional Notes:
Solution Creators can lose access to their solutions if removed by another Solution Manager.
Workspace Administrator Role
The Workspace Administrator role grants the highest level of access, allowing full control over the workspace. Administrators can:
Manage all user accounts and invite new Members.
Configure Teams, tables, and fields.
Install and manage solution templates.
View and edit all saved views (including private views).
Access usage logs and disconnect users if needed.
Configure integrations (Google, Slack, etc.), language settings, holidays, and billing details.
Role Setup and Configuration
Assigning Roles to New Members
To assign a role to a new Member:
Open the "Invite New Members" dialog on your Homepage or from your profile dropdown, select “Invite New Members.”
Select the desired role from the dropdown menu.
Complete the invitation process.
Changing Roles for Existing Members
To change a Member's role:
From your profile dropdown, select Workspace Administration.
Open the "Manage Members" dialog.
Select the user whose role you want to change.
Choose the new role, which will apply instantly.
Solution Managers
Solution Manager is a permission, not a role. It must be assigned per solution and provides administrative capabilities for that solution, such as:
Managing public views, tables, and fields.
Configuring field placements and automations.
Accessing and managing all data within the solution.
Read more about the Solution Manager permission in the article Becoming a Solution Manager.
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