Roles & Permissions

Palett uses role-based permissions to control what team members can do in projects. Understanding roles helps you maintain organization, prevent accidents, and collaborate effectively.

The Four Roles

Admin

Who: Project managers, team leads, business owners

Full control over project:

• ✅ View all content
• ✅ Add, edit, delete materials, boards, and notes
• ✅ Generate AI visualizations
• ✅ Invite and remove team members
• ✅ Change member roles
• ✅ Delete entire project
• ✅ Transfer ownership
• ✅ Configure project settings

Use case: 1-2 admins per project for leadership and accountability

Best for: People who need complete control and can handle project-wide decisions

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Creator

Who: Senior designers, lead collaborators, project owners

Full creative control, limited admin:

• ✅ View all content
• ✅ Add, edit, delete materials, boards, and notes
• ✅ Generate AI visualizations
• ✅ Create and delete boards
• ✅ Export boards
• ❌ Can't invite/remove members
• ❌ Can't delete project
• ❌ Can't change project settings

Use case: Trusted team members who drive creative direction

Best for: People who should control content but not team management

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Editor

Who: Team members, collaborators, active contributors

Can add and modify, can't delete:

• ✅ View all content
• ✅ Add materials to boards
• ✅ Edit material notes, tags, status
• ✅ Create new boards (but can't delete them)
• ✅ Add comments
• ✅ Generate AI visualizations
• ✅ Upload materials
• ❌ Can't delete boards
• ❌ Can't remove materials from boards
• ❌ Can't manage members

Use case: Most team members fall into this category

Best for: Active contributors who shouldn't accidentally delete work

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Viewer

Who: Consultants, reviewers, stakeholders, external parties

Read-only with commenting:

• ✅ View all content (boards, materials, visualizations)
• ✅ Add comments
• ✅ View project activity
• ❌ Can't add or edit anything
• ❌ Can't generate AI content
• ❌ Can't export boards
• ❌ Can't manage members

Use case: People who need visibility but shouldn't modify

Best for: External consultants, clients (use guest links for stricter control), reviewers

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Detailed Permissions Matrix

Content Creation

AI Features

*Viewers can use AI chat for questions but can't generate images/videos

Sharing & Export

Team Management

Project Settings

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Choosing the Right Role

Decision Framework

Ask these questions:

1. Should they control the project's existence?

   • Yes → Admin
   • No → Continue...

2. Should they be able to delete content?

   • Yes → Creator
   • No → Continue...

3. Should they add and modify content?

   • Yes → Editor
   • No → Viewer

Common Scenarios

Scenario: Onboarding a new designer

• Start as: Editor
• Why: Can contribute but can't accidentally delete others' work
• Later: Promote to Creator after they prove themselves

Scenario: External architect providing input

• Role: Viewer
• Why: Needs visibility, can comment, but shouldn't modify design decisions
• Alternative: Guest link if truly external (see Sharing with Clients)

Scenario: Junior designer learning

• Role: Editor
• Why: Can practice by adding materials, but senior designer (Creator) controls final boards

Scenario: Freelance consultant for one aspect

• Role: Editor or Viewer (depends on involvement)
• Why: Viewer if just reviewing, Editor if actively contributing to their specialty

Scenario: Client wants to follow along

• Role: Viewer OR Guest Link
• Why: Guest link is better (more control, no account required)
• See: Sharing with Clients

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Role-Based Workflows

Small Studio (2-3 people)

Setup:

• 1 Admin: Studio owner
• 1-2 Creators: Senior designers
• Clients: Guest links (not members)

Why: Everyone trusted, minimal hierarchy needed

Mid-Size Firm (5-10 people)

Setup:

• 1-2 Admins: Project managers
• 2-3 Creators: Senior designers
• 3-5 Editors: Junior/mid-level designers
• External: Viewers or guest links

Why: Clear hierarchy, prevents accidental deletions

Large Agency (10+ people)

Setup:

• 1 Admin: Project lead
• 2-4 Creators: Department leads (interior, FF&E, lighting, etc.)
• 5-10 Editors: Design team
• Viewers: Consultants, other departments
• Clients: Guest links

Why: Tight control needed, many hands involved

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Changing Roles Over Time

Promotion Path

Typical progression:

New Hire → Editor (learning phase)
         ↓
6 months → Creator (trusted contributor)
         ↓
2 years → Admin (when leading projects)

When to Promote

Editor → Creator:

• Consistently produces quality work
• Understands project vision
• Doesn't need oversight
• Won't accidentally delete important content

Creator → Admin:

• Leading project
• Managing team members
• Client communication
• Final decision authority

When to Demote

Rare, but necessary when:

• Role change (lead → contributor)
• Leaving company soon (Admin → Viewer for transition)
• Accidental deletions (Creator → Editor temporarily)
• Reduced involvement (Editor → Viewer)

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Role Limitations

What Roles DON'T Control

Roles don't affect:

• Ability to use AI chat
• Ability to search materials
• Ability to view project activity
• Ability to leave comments

Everyone can:

• See all boards and materials
• Use AI chat for questions
• Comment on materials and boards
• View activity feed

Credit Usage

All roles can generate AI content (except Viewers):

• Admin, Creator, Editor all consume project credits
• No per-role credit allocation
• Track usage in Activity Log

Important: Editors can spend credits freely—monitor usage if concerned

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Best Practices

1. Default to Editor

When in doubt: Make someone an Editor

Why:

• Safe starting point
• Easy to promote
• Can contribute meaningfully
• Won't accidentally delete

2. Limit Admins

Recommendation: 1-2 Admins per project

Why:

• Too many → no clear authority
• One person can delete project
• Accountability clearer

3. Communicate Roles Clearly

When inviting:

"Hi Sarah, I'm adding you to the Smith Residence project 
 as an Editor, which means you can add materials and create 
 boards, but Mike (our Creator) has final say on deletions. 
 Let me know if you need different permissions!"

4. Review Roles Quarterly

Regular audit:

• Are Creators still actively leading?
• Should long-term Editors be promoted?
• Can Admin responsibilities be shared?
• Should anyone be downgraded or removed?

5. Document Expectations

In project notes, clarify:

Role Responsibilities:

Admin (Sarah):
- Client communication
- Final approvals
- Budget decisions

Creators (Mike, Lisa):
- Material research
- Board curation
- Vendor coordination

Editors (Team):
- Add materials from research
- Tag and organize
- Provide feedback

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Troubleshooting

"I can't delete this board"

You're probably: Editor

Solution: Ask a Creator or Admin to delete it, or request role change

"Team member is deleting things accidentally"

They're probably: Creator

Solutions:

1. Change role to Editor
2. Train on undo functionality
3. Enable activity notifications (catch deletions quickly)

"Client is editing boards"

They're probably: Editor or Creator (should be Viewer or Guest)

Solution: Change role to Viewer or create Guest Link instead

"Can't see who made a change"

Check: Activity Log (Project Settings → Activity)

Shows: Who made every change, when, and what

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What's Next?

• Inviting Team Members: Add people with these roles
• Sharing with Clients: Use guest links for external stakeholders
• Board Management: Collaborate effectively with your team

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Need help with roles? Chat with us (bottom right) or email support@palett.space.