Roles and permissions

Your role in a space decides what you can do with its pages and groups. There are three roles, Viewer, Editor and Admin, and a page can also be made private so that only its author and the people it's shared with can open it.

The three space roles#

Being a page's author also counts. You can always edit, share, move and delete your own pages, even if your role in the space is Viewer.

Where your role comes from#

Folioso works out your role in a space in this order. The first rule that applies wins.

1. My space: you're the admin of your own My space. Nobody else has a role in it, not even organisation admins.
2. Organisation admins are admins of every other space in the organisation: open, closed and private.
3. Open spaces make every member of the organisation an editor.
4. Closed and private spaces give you the highest role from your direct grant and the grants of every team you're in. If you have none, you have no access.

Some consequences worth knowing:

• In an open space, grants have no effect. Every member is an editor and only organisation admins are admins. Grants are kept and apply again if the space is closed.
• Roles add up to the highest, never the lowest. If you're granted Viewer directly but your team has Editor, you're an editor.
• A member who is suspended has no role anywhere in that organisation, including their own My space.
• People outside the organisation never hold a space role. They can only open pages that have been shared with them. See Sharing with people.

Grant people and teams a role#

Space admins and organisation admins manage roles from the Spaces tab of the organisation hub.

1. Open Spaces from the admin section of the organisation and space switcher.
2. Find the space's card.
3. Under People, pick a member from Add a person…, choose a role, then choose Add.
4. Under Teams, pick a team from Add a team…, choose a role, then choose Add.

To change a role, pick a new one from the select next to the person or team. To remove a grant, choose Remove (the ✕ button) next to them. Removing a grant takes effect straight away, including for anyone who has one of the space's pages open.

Only members of the organisation can be added. Teams are created on the Teams tab. Organisation admins see email addresses in the person picker. Space admins see names only.

Private pages#

New pages are visible to everyone with a role in their space. The author or a space admin can make a page private instead:

1. Open the page and choose Share.
2. In the switch at the top of the dialog, choose Private. Choose Space to make it visible to the space again.

A private page can be opened only by its author and by the people it's been shared with. Space roles don't count on a private page, so space editors, space admins and organisation admins can't open it. The one exception is Former members' content, where organisation admins can reach private pages left behind by people who have left.

What each person can do with a page#

This table sums up who can do what with a page that isn't private. On a private page, only the author and people it's shared with have any access.

"Space admin" includes organisation admins, who are admins of every space except other people's My space.

In an open space every member is an editor, so a member can edit and share any page, but can only move their own pages to the recycle bin.

The app only shows the controls you're allowed to use. If you can't see Delete or the private option, your role doesn't include it.

Space-level abilities#

Creating, renaming and deleting spaces is done by organisation admins. See Creating and managing spaces.