Articles on: Rooms

Room roles — Owner, Editor, Viewer

Inside a specific room, every participant has a room role — Owner, Editor, or Viewer. The role determines what they can do in that room.

Room roles are distinct from org roles (Admin / Pro / Basic). See Room roles vs. org roles.

Owner

Full control of the room, including deletion. Every room has exactly one Owner — it's a unique role, not something you can invite people as. The Owner must be a member of your organization (buyers cannot be Owner).

The Owner is set when the room is created (the creator becomes the Owner by default) and can be reassigned later — see Changing someone's role.

The Owner can:

Edit all content
Manage participants (invite, remove, change roles)
Change room settings (title, logo, branding, language)
Update the room's access setting (Owner-only)
Delete the room (Owner-only)
Transfer ownership to another organization member

The Owner is notified of everything that happens in the room by default — comments, completions, status changes, new participants, etc. So the Owner stays in the loop on the deal even if they're not the day-to-day editor.

Editor

The workhorse role. Editors can edit content, manage participants, and change most settings — but the exact rights differ depending on whether the editor is an organization member or an external participant (e.g. a buyer given Editor rights).

Editor (org member)

Edit all content — sections, widgets, tasks, subtasks, custom field values
Add, remove, reorder sections and widgets
Manage participants — invite Editors and Viewers, remove participants
Update room title, logo, branding, status, language
View room activity / analytics

Editor (external — non-org-member)

Edit content tied to collaborative work — homepage content, tasks, blocks inside tasks
Cannot add task-type blocks themselves, edit custom field values, or update task default fields
Cannot view room activity / analytics
Cannot update room status, title, logo, language, or access settings

In short: an external Editor can collaborate on the action plan (great for mutual action plans) but cannot reshape the room's structure, branding, or data model. For the full breakdown, see Full permissions matrix.

Both kinds of Editor cannot delete the room or change its access setting — those are Owner-only.

Viewer

Read + comment. Viewers can engage but not edit.

Viewers can:

Read the room
Leave comments (on any section)
Complete tasks assigned to them
Update task assignees
Invite other Viewers (useful for buyers bringing in colleagues)

Viewers cannot:

Edit content
Change room settings
Invite Editors
Remove other participants

The important bit: Viewers can comment

"Viewer" doesn't mean silent. Viewers are full participants — they read, they comment, they act on tasks. The only distinction is content editing.

This is key for rooms with buyers. A buyer invited as Viewer is still actively engaged — commenting on pricing, completing action items, booking meetings. They just can't rewrite your proposal.

Admin override

Workspace-level Admins have full edit rights on every room, regardless of their room role. This is a byproduct of their workspace-wide access.

So if you're an Admin and want genuinely read-only access to a specific room, you'd need to downgrade your own org role first — an unusual scenario.

How a role is set and changed

At invitation time

A participant's role is picked when you invite them. When you add someone to the room (from the Share button at the top-right, or from the Participants page), you select their role — Editor or Viewer — right in the invitation form. The Owner is set at room creation (the creator), not via invitation.

To change an existing participant's role:

Click Share at the top-right of the room — the Sharing and access popup opens.
In the Who has access section, find the person in the participant list.
Click their current role (to the right of their name) — a picker opens.
Pick the new role (Editor / Viewer, or Transfer ownership to hand the Owner role to another member).

The change applies immediately. The Owner or an Editor can do this. See Changing someone's role for edge cases (ownership transfer, buyer's role, etc.).

Updated on: 18/06/2026

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