# Roles and Permissions

Guideflow uses roles to control what each team member can access and do within your workspace. Assign the right role to each member to keep your workspace organized and secure.

{% hint style="info" %}
Roles are assigned when inviting a team member to your workspace. They can be updated at any time by an Admin.
{% endhint %}

### Role definitions

**Admin:** Full workspace access. Admins can manage all content, settings, billing, branding, integrations, and team members. Best for workspace owners and team leads.

**User:** Standard team member access. Users can create and edit flows, manage content, and access most workspace features. Best for anyone actively building demos.

**Viewer:** Read-only access. Viewers can browse, preview flows, and access analytics but cannot create or edit any content. Best for stakeholders who need visibility without editing rights.

**Guest:** Limited external access. Guests can view and preview content assigned to them but cannot access analytics, leads, or visitor data. Best for external collaborators or agency partners.

**Billing:** Financial access only. Billing members can manage subscriptions, invoices, and team members but cannot access any product areas. Best for finance teams managing the Guideflow subscription.

***

### Permission Matrix

### Flows

Flows are your interactive demos built in Guideflow. Permissions here control who can create, edit, share, and analyze them.

<table><thead><tr><th width="143.595703125">Feature</th><th>Admin</th><th>User</th><th>Viewer</th><th>Guest</th><th>Billing</th></tr></thead><tbody><tr><td>View flows</td><td>✅</td><td>✅</td><td>✅</td><td>✅</td><td>❌</td></tr><tr><td>Create and edit flows</td><td>✅</td><td>✅</td><td>❌</td><td>⚠️</td><td>❌</td></tr><tr><td>Preview flows</td><td>✅</td><td>✅</td><td>✅</td><td>✅</td><td>❌</td></tr><tr><td>Duplicate flows</td><td>✅</td><td>✅</td><td>❌</td><td>❌</td><td>❌</td></tr><tr><td>Share flows</td><td>✅</td><td>✅</td><td>❌</td><td>❌</td><td>❌</td></tr><tr><td>Flow analytics</td><td>✅</td><td>✅</td><td>✅</td><td>❌</td><td>❌</td></tr><tr><td>Flow leads</td><td>✅</td><td>✅</td><td>✅</td><td>❌</td><td>❌</td></tr><tr><td>Flow visitors</td><td>✅</td><td>✅</td><td>✅</td><td>❌</td><td>❌</td></tr></tbody></table>

***

### Workspace

Access to the different product areas available within your Guideflow workspace.

<table><thead><tr><th width="143.0830078125">Feature</th><th>Admin</th><th>User</th><th>Viewer</th><th>Guest</th><th>Billing</th></tr></thead><tbody><tr><td>Workspace analytics</td><td>✅</td><td>✅</td><td>✅</td><td>❌</td><td>❌</td></tr><tr><td>Integrations</td><td>✅</td><td>✅</td><td>❌</td><td>❌</td><td>❌</td></tr><tr><td>Demo Centers</td><td>✅</td><td>✅</td><td>✅</td><td>✅</td><td>❌</td></tr><tr><td>Demo Pages</td><td>✅</td><td>✅</td><td>✅</td><td>✅</td><td>❌</td></tr><tr><td>Sandboxes</td><td>✅</td><td>✅</td><td>✅</td><td>✅</td><td>❌</td></tr><tr><td>Live Demos</td><td>✅</td><td>✅</td><td>✅</td><td>✅</td><td>❌</td></tr></tbody></table>

**Workspace analytics:** A high level overview of engagement data across all flows in your workspace.

**Integrations:** Third party tools connected to your Guideflow workspace such as HubSpot, Salesforce, Slack, Zapier, and Google Analytics.

**Demo Centers:** A shared space where you can organize and showcase multiple guideflows in one place for prospects or customers.

**Demo Pages:** Dedicated pages to showcase individual guideflows with a branded public-facing URL.

**Sandboxes:** A self-contained interactive demo environment built by stitching multiple HTML captures together for a fully simulated product experience.

**Live Demos:** A mode that allows you to run a Guideflow live during a sales call or presentation with real-time navigation controls.

***

### Settings

Controls over workspace configuration, branding, and account preferences.

| Feature       | Admin | User | Viewer | Guest | Billing |
| ------------- | ----- | ---- | ------ | ----- | ------- |
| Profile       | ✅     | ✅    | ✅      | ✅     | ✅       |
| Notifications | ✅     | ✅    | ✅      | ✅     | ✅       |
| Privacy       | ✅     | ✅    | ✅      | ✅     | ✅       |
| Labs          | ✅     | ✅    | ✅      | ✅     | ✅       |
| Team members  | ✅     | ✅    | ❌      | ❌     | ✅       |
| Billing       | ✅     | ❌    | ❌      | ❌     | ✅       |
| Invoices      | ✅     | ❌    | ❌      | ❌     | ✅       |
| Company       | ✅     | ✅    | ❌      | ❌     | ❌       |
| Embed Forms   | ✅     | ✅    | ❌      | ❌     | ❌       |
| Tags          | ✅     | ✅    | ❌      | ❌     | ❌       |
| Variables     | ✅     | ✅    | ❌      | ❌     | ❌       |
| API Keys      | ✅     | ✅    | ❌      | ❌     | ❌       |
| Public Page   | ✅     | ✅    | ❌      | ❌     | ❌       |
| Watermark     | ✅     | ✅    | ❌      | ❌     | ❌       |
| Theme         | ✅     | ✅    | ❌      | ❌     | ❌       |
| Fonts         | ✅     | ✅    | ❌      | ❌     | ❌       |
| AI Avatar     | ✅     | ✅    | ❌      | ❌     | ❌       |
| SSO           | ✅     | ❌    | ❌      | ❌     | ❌       |
| Custom Domain | ✅     | ❌    | ❌      | ❌     | ❌       |

**Profile, Notifications, Privacy, Labs:** Personal account settings available to all roles.

**Team members:** View, invite, and manage members in your workspace.

**Billing and Invoices:** Manage your Guideflow subscription plan, payment details, and download invoices.

**Company:** Workspace-level settings such as workspace name and details.

**Embed Forms:** Manage saved embed codes from external providers like HubSpot, Pardot, and Marketo used inside pop-ups.

**Tags:** Organize and categorize your flows using custom tags.

**Variables:** Dynamic fields used to personalize demo content for individual viewers.

**API Keys:** Used to connect Guideflow to external tools and services programmatically.

**Public Page:** Your branded public-facing page where shared guideflows are accessible to viewers.

**Watermark:** Controls over the Guideflow watermark displayed on your demos.

**Theme and Fonts:** Branding settings for colors, typography, and visual styles applied across your flows.

**AI Avatar:** Manage AI avatar settings used in video bubbles.

**SSO:** Single Sign-On configuration for your workspace. Admin only.

**Custom Domain:** Set up a branded URL for your workspace. Admin only.

***

### Team management

Controls over who can invite, manage, and remove members from your workspace.

<table><thead><tr><th width="167.78515625">Feature</th><th>Admin</th><th>User</th><th>Viewer</th><th>Guest</th><th>Billing</th></tr></thead><tbody><tr><td>View members list</td><td>✅</td><td>✅</td><td>❌</td><td>❌</td><td>✅</td></tr><tr><td>Invite members</td><td>✅</td><td>✅</td><td>❌</td><td>❌</td><td>✅</td></tr><tr><td>Invite as Admin</td><td>✅</td><td>❌</td><td>❌</td><td>❌</td><td>❌</td></tr><tr><td>Update member roles</td><td>✅</td><td>❌</td><td>❌</td><td>❌</td><td>✅</td></tr><tr><td>Remove members</td><td>✅</td><td>❌</td><td>❌</td><td>❌</td><td>✅</td></tr></tbody></table>

***

### Workspace administration

Controls over workspace-level configuration. Admin only across all actions.

<table><thead><tr><th width="225.8564453125">Feature</th><th>Admin</th><th>User</th><th>Viewer</th><th>Guest</th><th>Billing</th></tr></thead><tbody><tr><td>Update workspace settings</td><td>✅</td><td>❌</td><td>❌</td><td>❌</td><td>❌</td></tr><tr><td>Update workspace branding</td><td>✅</td><td>❌</td><td>❌</td><td>❌</td><td>❌</td></tr><tr><td>Upload workspace avatar</td><td>✅</td><td>❌</td><td>❌</td><td>❌</td><td>❌</td></tr><tr><td>Delete workspace</td><td>✅</td><td>❌</td><td>❌</td><td>❌</td><td>❌</td></tr><tr><td>Manage SSO</td><td>✅</td><td>❌</td><td>❌</td><td>❌</td><td>❌</td></tr><tr><td>Manage custom domains</td><td>✅</td><td>❌</td><td>❌</td><td>❌</td><td>❌</td></tr><tr><td>Create and revoke API keys</td><td>✅</td><td>❌</td><td>❌</td><td>❌</td><td>❌</td></tr></tbody></table>

***

#### Billing

Controls over subscription and financial management.

<table><thead><tr><th width="186.583984375">Feature</th><th>Admin</th><th>User</th><th>Viewer</th><th>Guest</th><th>Billing</th></tr></thead><tbody><tr><td>View plans</td><td>✅</td><td>✅</td><td>✅</td><td>✅</td><td>✅</td></tr><tr><td>Create subscription</td><td>✅</td><td>❌</td><td>❌</td><td>❌</td><td>✅</td></tr><tr><td>Update subscription</td><td>✅</td><td>❌</td><td>❌</td><td>❌</td><td>✅</td></tr><tr><td>Cancel subscription</td><td>✅</td><td>❌</td><td>❌</td><td>❌</td><td>✅</td></tr><tr><td>View invoices</td><td>✅</td><td>❌</td><td>❌</td><td>❌</td><td>✅</td></tr></tbody></table>

***

#### Folder permissions

Controls over access to private folders and their content within your workspace.

<table><thead><tr><th width="228.7314453125">Feature</th><th>Admin</th><th>User</th><th>Viewer</th><th>Guest</th></tr></thead><tbody><tr><td>Read private folder content</td><td>✅</td><td>✅</td><td>⚠️</td><td>⚠️</td></tr><tr><td>Write to private folder</td><td>✅</td><td>✅</td><td>❌</td><td>❌</td></tr><tr><td>Edit flow in private folder</td><td>✅</td><td>✅</td><td>❌</td><td>❌</td></tr></tbody></table>

⚠️ Viewers and Guests can only access private folder content if explicitly granted permission by an Admin.


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