User Roles and Access Level
Role | Administration | Content Management | Content Creation | Viewing & Sharing |
Administrator | Billing Workspace (Account) settings User management (invite, assign new user roles) Control the Dictionary Set up integrations | Control the Brand Kit. Access to Content Insights, Analytics and Activity Feed. | Full access. | Full access to the guiddes created within the workspace, including *restricted videos.
Export. |
Content Manager | Access and the workspace dictionary and edit entries created by them. | Review and edit videos within their workspace. Control over the Brand Kit. Delete videos in the workspace. Activity feed. | Full access to content creation (capture and edit) | Access to all videos within the workspace, including *restricted videos. Export. |
Creator | Access and the workspace dictionary and edit entries created by them. | Can manage only the videos they created/own. | Can create their own videos, edit and upload videos. | Can view their own videos and guiddes that have been shared with them. Can export only guides they own. |
Viewer | N/A | N/A | Search for videos and view guiddes that have been shared with them.
No access to content creation. | Can view content specifically shared with them.
Can share and export the Guiddes they have access to. |
Access to Restricted Videos:
Each user can control who can access their videos by restricting access to specific users or making a video private to themselves.
Restricted videos don’t appear in the workspace’s general library on the Home page or in search results for other users.
Admins and Content Managers can still access restricted videos through a direct link.
Manage Users with Tags and Roles in Workspace Settings
Available on: Free, Pro, Business and Enterprise plans.
Note: Only workspace Admins can set and change user roles.
| Free Plan | Free Business Trial |
Editing access | Permanent, up to 25 captured guiddes. | 5 days per invited role, then reverts to a Viewer role unless assigned a paid seat. |
1. To access the Workspace Settings, click your profile image in the bottom-left corner of Guidde's homepage.
2. Select Workspace Settings in the opened menu.
3. Navigate to the Users tab on the upper section. This tab displays all workspace members in a table, making it easy to manage roles, assign tags, add to channels, or remove members.
Select User/s
1. Enter the user’s email in the search field above.
2. You can open the filter menu to the right of the user search field to narrow your search by category, such as:
Email
Role: Administrator, Content Manager, Creator, Viewer.
Status: Select All, Active, Pending, Request to Join, Inactive.
Tags: Any organizational tag you use.
3. Alternatively, you can scroll through the user list and check the box next to each name to select one or multiple users at once.
4. Once you’ve selected users, an actions menu appears above the list. Choose the action you want to perform.
Change Role
Add Tags
Add to Channel
Delete Users
Deselect All
Note: You can reassign a licensed role when an employee leaves the company, or once per quarter.
Assign User Roles
Assign user roles to define each team member’s permissions and level of access within your workspace.
1. After selecting the relevant users, click Change role in the actions bar that appears above the list. You can assign one of four roles:
Administrator
Content Manager
Creator
Viewer
Add User Tags
User tags help you organize people by team, department, location, role, or any other category that fits your needs. Use tags to filter users, assign them to channels in bulk, and deliver relevant content to the right audience.
1. After selecting the relevant users, click Add Tags in the actions bar.
2. Type in the tag field to create a new tag, or select an existing one.
3. Once you've finished, click Add to apply the tag.
Tags will appear next to each tagged user in the users table.
Users can have multiple tags, helping you easily filter by groups, departments, projects, or roles.
Add Users to a Channel
1. Once you've selected the relevant user/s, click Add to Channel in the actions bar.
2. Start typing a Channel's name and select the relevant option from the list.
3. Click Add at the bottom right to confirm your selection.
Use this tool to bulk-assign users and teams to channels and content, tailoring access to their roles and responsibilities within your organization.
Automatically Add Users to Channels with Tag Rules
Tag rules help you automatically assign users to channels based on their tags, so the right people always get the right content without manual assignment.
Available on: Enterprise plan.
Note: Only workspace Admins can create tag rules.
Create a Tag Rule
1. Open Workspace Settings and select the Users tab.
2. Click Tag rules at the top right
Note: If you haven’t created any tags yet, the area is greyed out until user tags are added.
3. Click New Rule.
Each rule reads like a sentence: When a user has any of these tags: [for example: Sales → Assign them to Channel/s [for example: Sales Enablement].
4. In the setup panel, next to When a user has, choose any or all to define how users are matched to the selected tags:
Any: Matches users who have at least one of the selected tags.
All: Matches users who have every selected tag.
5. Click the tags field and type a tag’s name to find it quickly, then select the checkbox next to each tag you want to add. A few tags can be added here.
6. Under Assign them to, click the Channels field.
7. Type a channel name to find it. Select the checkbox next to each channel you want to assign. You can select multiple channels per each rule.
8. To also add users who already have the selected tags, turn on Apply to existing users.
On: the rule covers current users and anyone tagged from now on.
Off: the rule applies only to users tagged or added going forward.
9. Click Create Tag Rule (or cancel if you changed your mind).
10. A confirmation shows how many users were added to the channel. Click Confirm.
The new rule now appears in your rules list. From then on, any user who gets a matching tag is added to the rule’s channels automatically.
Manage Tag Rules
You can always access tag rules from your workspace settings to review, adjust or remove rules as needed.
Use a rule’s toggle to turn it on or off.
Click the three dots on the right of a rule to Edit or Delete it.
Click Save changes or Delete it once you're done.
Deleting a rule asks for confirmation. If you close the builder with unsaved changes, you’re asked whether to discard them.
Note:
Rules work independently. If a user matches multiple rules, they’re added to the channels specified in each rule.
Turning off or deleting a rule doesn’t remove users already assigned to its channels. They keep their channel access, but the rule no longer applies to new users.
You can add tags individually or in bulk from the Users table. Rules apply automatically as soon as a matching tag is added.
Remove Users from Your Workspace
Once you've selected the relevant user/s, click Delete Users on the upper actions menu. You can also de-select all if you wish to make changes to the marked user-list.
Auto-Set New Users as Viewers to Manage Privacy
To prevent unexpected users from joining your workspace and becoming licensed creators, configure your privacy settings. Changing the workspace setting from "Internal" to "Restricted" ensures only administrators can invite new members.
Available on: The Enterprise plan
This functionality offers improved control over user roles during onboarding, allowing you to manage permissions and exercise tighter oversight of license usage within your organization.
To simplify permissions and license management on the Enterprise plan, workspace Admins can activate a setting that assigns the Viewer role to all new users with your company’s domain by default, instead of the "Creator" role. This ensures they do not occupy a paid license unless their role is updated
1. Access Workspace Settings > Privacy Settings.
2. Enable the toggle for Auto-set New Users as Viewers
3. Click Update'.
When enabled, any new user invited to your workspace will be given the Viewer role by default, instead of the Creator role.
All user roles are available across plans.
To change a user’s role from Viewer, make sure your subscription has an available paid seat.
Reassigning the Last Admin Role
When you are the last administrator in the workspace and need to change roles, you'll need to reassign the admin role to another team member. This ensures continuous administrative coverage for your workspace.
To reassign the last admin role:
Go to 'Workspace Settings'.
Navigate to the 'Users' tab.
Click the pencil icon to modify your role.
The system will detect you are the last admin and show a reassignment prompt.
Select a new administrator from the dropdown list of eligible team members.
Click 'Confirm' to complete the transition.
You cannot change your role until you've selected a new administrator.
If there are no eligible team members available, you'll need to invite a new member or maintain your current admin status.
The dropdown will only show active team members (excluding yourself).
This process helps maintain secure workspace management by preventing situations where a workspace is left without administrative oversight.
Understanding Notifications on Role Changes
In Guidde, notifications about user role changes are automatically generated when your workspace exceeds the number of seats in your subscription plan. Users exceeding available seats retain full access for five days before being downgraded to Viewer. Administrators are notified of these changes to ensure they can manage roles and maintain compliance with subscription limitations.