Articles on: Rooms

Changing someone's role

Participant roles can change as the deal evolves. Promote a champion from Viewer to Editor. Downgrade someone from Editor if they're no longer active.

Change a role

Today, role management lives inside the Share popup itself.

Open the room and click Share (top right) — the Share the room modal opens.
Under People with access, click the participant you want to update.
Pick a new role from their role dropdown (Editor / Viewer).
Changes apply immediately.

Coming soon — role management from the Participants page. For organization members, role changes will also be available directly from the Participants page of the room (a faster entry point when you're managing the team rather than re-sharing). External participants will continue to be managed from the Share popup.

Who can change roles

Owner — can change anyone's role between Editor and Viewer
Editor — can change Viewer ↔ Editor (subject to the same-or-lower invitation rule — see Who can invite whom)
Viewer — cannot change roles

There is always exactly one Owner. You don't change roles to/from Owner via this dropdown — Owner is transferred as a separate operation (the existing Owner picks who takes over, then they themselves become Editor). There's no "Owner → Editor" demotion path, no "two Owners" state at any moment.

When to upgrade

Viewer → Editor — when someone becomes an active collaborator on content (common for colleagues of your champion who are contributing materially)

To transfer ownership (e.g. AE handing off to CSM), use the dedicated transfer flow rather than the role dropdown.

When to downgrade

Editor → Viewer — when someone was over-permissioned initially, and you want to restrict write access

Removing is a different operation

Changing role ≠ removing. If you want to revoke all access, use Remove participant instead. See Removing a participant.

Role changes in notifications

When a role changes, the affected person is notified (if they have notifications enabled).

Tip: communicate the change

If you demote someone from Editor to Viewer without context, they may interpret it negatively. Add a brief comment to explain: "Switching your role to Viewer since active editing is now with the CS team — you'll still see everything and can still comment."

Updated on: 18/06/2026

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