User Roles and Permissions

Grantable’s roles and permissions system controls what each team member can see and do within your organization’s workspace — from full access to view-only participation.

Written By Philip Deng

Last updated 4 months ago

Purpose

Roles make collaboration secure and efficient by defining each member’s level of access. They determine who can manage billing, edit documents, invite teammates, or simply observe progress.

💡 Assign roles based on responsibility — not just seniority — so every collaborator has the right amount of access.

Available Roles

Admin

Admins have complete control over the workspace.
They can:

  • Manage billing and subscriptions

  • Invite, edit, or remove team members

  • Adjust AI settings and organizational preferences

  • Access and edit all content across the workspace

💡 Each workspace must have at least one admin.

Full

Full users have complete creative access but no billing or member management rights.
They can:

  • Create, edit, and delete projects, documents, and files

  • Use all AI Assistant features

  • View and edit all records (Funders, Opportunities, Programs, People)

💡 Ideal for core grant writers and team leads managing daily work.

Collaborator

Collaborators can create and edit content but don’t have access to AI features.
They can:

  • Create and edit projects, documents, and files manually

  • View all workspace content

  • Upload and manage files

💡 Collaborator seats cost 25% of a full seat and are great for support staff or partners contributing without using AI credits.

Viewer

Viewers can see everything but cannot edit or generate content.
They can:

  • View projects, documents, and records

  • Leave comments and feedback (where supported)

  • Access shared materials and updates

💡 Viewer seats are free — perfect for stakeholders who only need visibility, not editing access.

Permissions Overview

ActionAdminFullCollaboratorViewer

Create / Edit Documents

✅

✅

✅

❌

Use AI Assistant

✅

✅

❌

❌

Manage Billing

✅

❌

❌

❌

Manage Team Members

✅

❌

❌

❌

Edit Style Guide / Org Profile

✅

✅

❌

❌

Upload / Edit Files

✅

✅

✅

❌

View Everything

✅

✅

✅

✅

💡 The permissions model applies at the workspace level — all members within an organization inherit their role across every project and record.

Managing Roles

To manage roles:

  1. Go to Settings → Team

  2. Find the user you want to modify

  3. Click their role dropdown to change access level

  4. Or use the three dots menu (…) to remove the member entirely

💡 Role changes take effect immediately and are reflected across the workspace.

✅ Key takeaway: Roles and permissions define how your team collaborates inside Grantable. Assign Admins for oversight, Full users for daily grant work, Collaborators for support roles, and Viewers for read-only transparency — ensuring everyone has just the access they need.