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. View and edit private videos. Can delete any video within the workspace. Access to Content Insights, Analytics and Activity Feed. | Full access. | Full access to all videos created within the workspace, including private ones.
Export. |
Content Manager | N/A | Review and edit all videos within their workspace. Control over the Brand Kit. View & edit private videos. Content Insights/analytics Delete videos in the workspace. Activity feed. | Full access to content creation (capture and edit) | Access to view all videos within the workspace Export |
Creator | N/A | 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. |
Manage Users in Your Workspace Settings
Click your profile image located in the bottom-left corner of the Guidde homepage.
Click 'Workspace Settings' in the opened menu.
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 spaces, or remove members.
Select User/s
1. Enter the user’s email in the search field above.
2. You can open the filter menu next to the user search field to narrow your search by categories 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 the users, choose your next action from the available options in the menu
Change Role
Add Tags
Add to a Space
Delete
Unmark All
Set User Roles
Once you've selected the relevant user/s, click "Change Role" from the action bar at the top. You can assign users one of four roles: Administrator, Content Manager, Creator, or Viewer (see the table above).
Add User Tags
1. Once you've selected the relevant member/s, click "Add Tags" to tag users by team, department, location, or any other organizational category you wish.
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 appear next to each tagged user in the users table.
Users can have multiple tags, helping you easily filter by groups, departments, teams, or roles.
Add Users to a Space
1. Once you've selected the relevant user/s, click "Add to Space".
2. Start typing the Space name and choose the relevant option from the suggestion list.
3. Click "Add" to confirm your selection and add the user/s the the space.
Use this tool to bulk-add users and teams to the channels and spaces you want them to access.
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
Available on: 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
Auto-set new users as Viewers:
1. Access Workspace Settings > Privacy Settings.
2. Enable the toggle for "Auto-set New Users as Viewers" and then click 'Update'.
When enabled, any new users invited to your workspace will be given the “Viewer” role by default, instead of the “Creator” role.
📌 All user roles are available across all of Guidde's plans.
📌 If you're can not update a user's role from Viewer, check if your subscription has an available paid seat for them.
Reassigning the Last Admin Role
When you are the last administrator in the workspace and need to change roles, you must first 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.