Managing Roles, Plans, and Permissions

Which role and plan a member needs for each feature: organization roles, plans and workspace roles.

Last updated 2 days ago

Introduction

allmates.ai controls access at two levels: the organization and the workspace. Some features add their own rules on top: a Mate can let members schedule it or not, and Analytics depends on your role.

Every member of an organization has a role and a plan:

Role: what the member can administer (organization settings and members).
Plan: which features the member can use.

1. Organization roles

You assign roles in the organization settings, in the Members tab. See "Managing members".

Owner: the highest level of access. Owners manage all organization settings, including billing, analytics and member roles. They are the only members who can change the role of another member, and so the only ones who can suspend a member or reactivate them. They can invite members with any role, including Owner. An organization always keeps at least one Owner.
Admin: a delegated administrative role. Admins manage day-to-day settings, such as inviting members, the invite link, member plans, models and tools. They can invite members up to the Admin role. They cannot change the role of another member.
User: the standard role. Users send messages and use the features of their plan. They cannot change organization settings.
Viewer: a read-only role. Viewers see the content and conversations shared with them, but cannot send messages or interact with Mates.
Suspended: the member can no longer access the organization. Use it to offboard a member: their past contributions stay in the conversations. allmates.ai has no action to remove a member: you suspend them instead.

Organization roles do not give access to Mates. Each Mate has its own roles (Mate Owner, Mate Admin, Mate User, Mate List). An organization Owner or Admin sees only the Mates shared with them or with "All organization members". See "Mastering Mate Authorizations".

2. Plans

Plans control which features a member can use.

The table below shows the default catalog. Your organization's plans may differ. Owners and Admins see what each plan includes in the plan selector of the Members tab. To adapt a plan to your organization, contact us.

Default catalog:

Essential: private chats with the Mates you can access. No file uploads.
Standard: Essential, plus file uploads.
Advanced: Standard, plus collaborative workspaces.
Expert: Advanced, plus creating and managing Mates and tools, and adding Mates from the Mates Store.

Feature	Essential	Standard	Advanced	Expert
Private chats	✅	✅	✅	✅
File uploads	❌	✅	✅	✅
Workspaces (create and take part)	❌	❌	✅	✅
Add Mates from the Mates Store	❌	❌	❌	✅
Create and manage Mates	❌	❌	❌	✅
Create and manage tools	❌	❌	❌	✅

3. Workspaces

Workspaces are the collaborative spaces of your organization. They have their own access control.

3.1. Workspace visibility

A workspace is either:

Public: every organization member whose plan includes workspaces sees it in the sidebar and in the search. There is no join step.
Private: only the members added to the workspace see it.

A new workspace is Private by default. You can change the visibility at any time in the Details tab of the workspace settings. See "Changing Your Workspace Privacy Settings".

3.2. Workspace roles

Each workspace member has a role that applies inside that workspace:

Owner/Admin: manages the workspace settings and its members (add, remove, change roles), creates and manages folders, and can delete the workspace. The creator of a workspace is its Owner.
User: starts conversations and takes part in them.
Viewer: reads the conversations but cannot post messages.

You add members to a private workspace in the Members tab of its settings. You pick them among the members of the organization, with a role up to your own role in the workspace. A public workspace has no member list: every member of the organization takes part with the User role.

Organization Owners and Admins govern every public workspace without joining it: they can edit its details and change its visibility. They cannot delete it. A private workspace stays with its own Owners and Admins: organization Owners and Admins who are not members of it do not see it.

4. What you need for...

Creating a workspace

You need both:

the organization role User, Admin or Owner (Viewers cannot create a workspace);
a plan that includes workspaces (Advanced or Expert in the default catalog).

Accessing a workspace

You need a plan that includes workspaces. Without it, workspaces do not show in your sidebar.
Public workspace: it shows in your sidebar automatically.
Private workspace: a workspace Owner or Admin must add you.
Your workspace role then sets what you can do inside it.

Scheduling a Mate

Scheduling does not depend on your plan. You need:

the Mate User role (or higher) on the Mate;
and one of these: you administer the Mate, or the option Let members schedule this Mate is on (Mate administrators set it on the Mate's Schedules page).

If a Mate administrator turns this option off, member schedules pause immediately. You can still view, pause and delete your own schedules.

Opening Analytics

Analytics does not depend on your plan. It depends on your organization role:

Owner and Admin: all organization analytics.
User: your own activity only, on the User Activity page.
User with full access (a “champion”): all organization analytics. An Owner or Admin grants it to one member at a time with the Analytics full access toggle in the Members tab.
Viewer and Suspended: no access.

Full access granted to a User stays in place when their role changes. As an Owner or an Admin, they already see all organization analytics through their role. As a Viewer, or while suspended, they have no access. If they become a User again, their full access applies again. To remove it, an Owner or an Admin turns off the Analytics full access toggle while the member is a User. If you do not see Analytics, contact support.

Was this helpful?

Still need help? Ask the team