--- title: How to Manage Access, Roles & Permissions description: This guide helps administrators understand how to add team members to Narratize and manage their permissions. Narratize uses a three-tier permission structure (Organization, Group, and Hub levels) that provides flexibility while maintaining security. --- [Skip to content](https://go.narratize.com/migration/narratize-knowledge-base/how-to-manage-access-roles-permissions#main-content) English Show submenu for translations ![Narratize Logo White-2.png\]](https://go.narratize.com/hs-fs/hubfs/Narratize%20Logo%20White-2.png?height=40&name=Narratize%20Logo%20White-2.png) Open main navigation Close main navigation - English Show submenu for translations - Go to narratize.com Go to narratize.com How can we help? - There are no suggestions because the search field is empty. 1. [Narratize Knowledge Base](https://go.narratize.com/migration/narratize-knowledge-base?hsLang=en) 2. [Account Management & Admin](https://go.narratize.com/migration/narratize-knowledge-base/account-management-admin?hsLang=en) # How to Manage Access, Roles & Permissions ## This guide helps administrators understand how to add team members to Narratize and manage their permissions. Narratize uses a three-tier permission structure (Organization, Group, and Hub levels) that provides flexibility while maintaining security. #### This article includes: [Org Level permissions](https://go.narratize.com/migration/narratize-knowledge-base/how-to-manage-access-roles-permissions#OrgLevel) [Group Level permissions](https://go.narratize.com/migration/narratize-knowledge-base/how-to-manage-access-roles-permissions#GroupLevel) [Hub Level permissions](https://go.narratize.com/migration/narratize-knowledge-base/how-to-manage-access-roles-permissions#HubLevel) [Permission Matrix](https://go.narratize.com/migration/narratize-knowledge-base/how-to-manage-access-roles-permissions#Matrix) [Best Practices for Team Structure](https://go.narratize.com/migration/narratize-knowledge-base/how-to-manage-access-roles-permissions#BestPractices) [Removing Users](https://go.narratize.com/migration/narratize-knowledge-base/how-to-manage-access-roles-permissions#RemovingUsers) [Troubleshooting User Management](https://go.narratize.com/migration/narratize-knowledge-base/how-to-manage-access-roles-permissions#Troubleshooting) ### **Organization Level** #### **Org Admin** - **Full control** over organization settings and structure - Creates and manages Groups and Hubs - Manages all user permissions across the organization - **Required for initial implementation** including adding Members to Groups/Hubs - Can access all organization-wide settings and reports #### **Member** - Basic organization membership - No organization-wide administrative access - Can be added to specific Groups and Hubs with varying permission levels, including Admin level - Default role for most team members --- ### **Group Level** *Note: Permissions are specific to each Group. A user can be an Editor in one Group while having no access to another.* #### **Group Admin** - Creates and manages Product Knowledge Hubs within the group - Manages user roles and permissions for the group and its hubs - Can invite new members to the group - Full editing capabilities within all group hubs - All capabilities of Editor and Viewer #### **Editor** - Uploads documents and adds knowledge to hubs - Generates content using templates and AI tools - Uses the chat interface to query hub knowledge - Can edit and manage documents within assigned hubs #### **Viewer** - Views documents and knowledge within hubs - Uses the chat interface to query hub knowledge - Cannot upload, edit, or delete content - Read-only access to all hub materials --- ### **Hub Level** *Note: Hub permissions inherit from Group level by default but can be customized per hub if needed.* #### **Hub Admin** - Full control over the specific hub - Manages hub members and their roles - Can override inherited Group permissions - All editing and content management capabilities #### **Hub Editor** - Uploads, deletes, renames, and edits all documents - Can modify documents uploaded by other team members - Updates metadata, tags, and document properties - Interacts with AI-generated outputs and templates #### **Hub Viewer** - Views all content within the hub - Queries knowledge using the chat interface - Cannot modify, upload, or delete any content - Ideal for stakeholders who need read-only access --- ### **Permission Matrix** | **Action** | **Org Admin** | **Group Admin** | **Group Editor** | **Group Viewer** | **Hub Admin** | **Hub Editor** | **Hub Viewer** | | --- | --- | --- | --- | --- | --- | --- | --- | | Create Groups | ✓ | ✗ | ✗ | ✗ | ✗ | ✗ | ✗ | | Create Hubs | ✓ | ✓ | ✗ | ✗ | ✗ | ✗ | ✗ | | Invite Users to Org | ✓ | ✗ | ✗ | ✗ | ✗ | ✗ | ✗ | | Manage Group Members | ✓ | ✓ | ✗ | ✗ | ✗ | ✗ | ✗ | | Manage Hub Members | ✓ | ✓ | ✗ | ✗ | ✓ | ✗ | ✗ | | Upload Documents | ✓ | ✓ | ✓ | ✗ | ✓ | ✓ | ✗ | | Edit Documents | ✓ | ✓ | ✓ | ✗ | ✓ | ✓ | ✗ | | Delete Documents | ✓ | ✓ | ✓ | ✗ | ✓ | ✓ | ✗ | | View Documents | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | | Use Chat/Query | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | | Generate Content | ✓ | ✓ | ✓ | ✗ | ✓ | ✓ | ✗ |   --- ### **Best Practices for Team Structure** #### **1. Start with Groups** - Create Groups that align with your product teams, departments, or major initiatives - Assign Group Admins who understand the team's knowledge needs - Use Groups to maintain consistent permissions across related hubs #### **2. Permission Strategy** - **Principle of Least Privilege**: Start users with Viewer access and upgrade as needed - **Group Inheritance**: Set permissions at the Group level when possible for easier management - **Regular Reviews**: Audit permissions quarterly to ensure appropriate access levels #### **3. Onboarding New Team Members** 1. Add new members at the Organization level first 2. Assign them to relevant Groups based on their role 3. Refine individual Hub permissions as needed --- ### **Removing Users** #### **From a Hub** 1. Navigate to the specific Hub settings 2. Select "Members" or "Permissions" 3. Find the user and click "Remove" or change their role #### **From a Group** 1. Access Group settings 2. Select "Members" 3. Remove the user (this removes them from all hubs in that group) #### **From the Organization** 1. Go to Organization settings 2. Select "User Management" 3. Find the user and select "Remove from Organization" 4. Confirm the removal (this removes all their access) > **Note:** Removing a user from the organization level removes all their access across all Groups and Hubs. --- ### **Troubleshooting Common Issues** #### **User Can't Access a Hub** - Verify they have been added to the parent Group - Check if custom Hub permissions override Group permissions - Ensure the user has accepted their invitation #### **Invitation Emails Not Received** - Check spam/junk folders - Verify the email address is correct - Contact support if issues persist (for enterprises with strict email delivery restrictions, we will work with IT to white label @[narratize.com](http://narratize.com/) domain) #### **Permission Changes Not Taking Effect** - Allow a few minutes for changes to propagate - Ask the user to log out and back in - Clear browser cache if needed   --- **Need More Help?** Contact your Narratize administrator or reach out to our support team at support@narratize.com for assistance with user management and permissions. - [Account Management & Admin](https://go.narratize.com/migration/narratize-knowledge-base/account-management-admin?hsLang=en) [![Chill listening crop-3](https://go.narratize.com/hs-fs/hubfs/Narratize%20Logo%20Navy%20(2).png?width=102&height=24&name=Narratize%20Logo%20Navy%20(2).png "Chill listening crop-3")](http://www.narratize.com) How bold ideas get told. 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