Articles on: Rooms

Changing someone's role

Participant roles can change as the deal evolves. Promote a champion from Commenter 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 Downgrade someone from Editor if they're no longer active.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 modal opens.
Under Already in space, click the stacked avatars row to open the full participant list.
Click the person's current role, to the right of their name, and pick a new one from the dropdown: Editor / Commenter / Viewer.
Changes apply immediately.

The dropdown also ends with Remove — see Removing a participant.

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, Commenter and Viewer
Editor — can change roles up to their own level (subject to the same-or-lower invitation rule — see Who can invite whom)
Commenter / Viewer — cannot change roles

There is always exactly one Owner. You don't change roles to/from Owner via this dropdown — the Owner's row shows their role as a plain label with no dropdown at all. 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

Commenter → Editor — when someone becomes an active collaborator on content (common for colleagues of your champion who are contributing materially)
Viewer → Commenter — when a stakeholder you added read-only starts needing to respond in the room

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

When to downgrade

Editor → Commenter — when someone was over-permissioned initially, and you want to restrict write access while keeping them in the conversation
Commenter → Viewer — when you want someone informed but no longer commenting

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

Updated on: 01/10/2026

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