Guest role

General access role

Solution creator role

Workspace administrator role

Role set up & configuration

How do I assign a specific role to a new member

How to change an existing member's role

SmartSuite supports four roles for User accounts (which we call Members) that define their basic workspace-level permissions. The following roles are supported:

Guest users can access Solutions as a read-only viewer. This role allows the user to view only the records that are assigned to them.

The Guest role is assigned to members who only need to view data in a read-only state. This role provides the user access to only the records they are assigned to through the Assigned To field. With a Guest role, no changes to the content can be made.

Guests are able to leave comments through the Comment field.

The General access role is assigned to most Members. It provides access to Solutions, Apps, and their data as assigned to them or one of their Teams. They can also take advantage of communications functions, @mentions, starred items, and much more.

General users cannot modify SmartSuite Solution configurations, App structures or change permissions unless they are added as a Solution Manager.

Here are examples of what General access Members can do in SmartSuite when they are NOT a Solution Manager:

When a General Access user IS a Solution Manager, a number of additional capabilities are added within the Solutions they are made a Manager of:

Users with the Solution Creator access role have all the capabilities of General users, but have a very important incremental ability - they are allowed to create new Solutions, either from scratch or from a solution template.

Creating Solutions from a Solution Template

SmartSuite features a library of more than 200 solution templates that allow Solution Creators to add new solutions based on a best-practices structure that had been developed in conjunction with subject matter experts. These templates provide a solid foundation in a particular capability area, accelerating time to value and allowing SmartSuite customers to get right to the work they need to do.

For more information about Solution Templates, please refer to this article that explains where they are located, how to add them and what options are available.

Creating Solutions from scratch

Solution Creators can opt to create their new solution from scratch, providing them with the building blocks to develop an environment for any type of work and its associated data.

This article dives into detail about the creation process and provides an overview and additional links to get you building as quickly as possible.

The Administrator role gives a user the highest level of access to your SmartSuite workspace, allowing them to: perform EVERY system function, view and edit any information in SmartSuite, and configure administrative settings such as subscription plan and payment method.

For example, Admins can:

In the Invite New Members dialog, just select the role that you want to be assigned to the new Member(s).

Learn more about modifying user profiles here.

Easily done, just select the role you want to assign for that user in the Manage Members dialog - the new role is applied instantly.

Learn more about changing a Member role here.

The "Solution Manager" permission was mentioned previously in this article. Solution Manager is a permission, not a role, and must be assigned on a per-Solution basis. Solution managers assume limited administrative capabilities for their assigned Solutions(s), giving them control over public views, Apps and their fields, field placement on the edit record page, and all of the Solution's data.