Every user is assigned a specific role that defines their level of access and permissions within a workspace.These roles include Owner, Supervisor, Auditor, Creator, Filler, and Guest, each with its own set of responsibilities and permissions. Understanding these roles is crucial for effective collaboration and management.
Owner is a role for a teammate who owns a workspace and can manage and delete it. Owner has all the permissions of a Supervisor: they can send documents, create templates, design workflows, add and manage teammates, and deal with payments.
Supervisor is a role for teammates with permission to send documents, create templates, design workflows, add and manage teammates, and deal with payments.This makes Supervisors a great option if you need multiple individuals to manage a workspace and collaborate on tasks together.
Auditor is a role for teammates with permission to view all documents, templates, and workflows in a workspace. This role is a good fit if you need someone to keep an eye on the progress of tasks and workflows, but want to restrict their access to editing or managing documents.
Creator is a role for teammates with permission to send documents, create templates, and design workflows. Note that Creators can only see the templates and workflows they’ve created and send documents from these templates and workflows.
Filler is a role for teammates with permission to send and delete their documents in team workflows. A teammate becomes a Filler once they confirm their invitation to join a workspace.
Guest is a role for registered users with permission to view, fill out, and download documents sent to them. In comparison, Fillers have more control over their own workflows within a workspace, while Guests have limited access and cannot create or manage documents on their own.
Learn more about teammate management in this article.
See below for a comparison of access rights between each user role in airSlate:
Role | Workspace management | Workflow view | Workflow management | Documents sending | Teammates management | Billing management |
Owner | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
Supervisor | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
Auditor |
| ✓ |
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Creator | ✓ | ✓ | ✓ |
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Filler |
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Guest |
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Let’s go over an example of roles permissions:
Suppose a small business owner wants to streamline their onboarding process for new hires. They decide to create an automated workflow to collect all the necessary information and forms from new hires.
Owner: The Owner creates a workspace and sets up the initial workflow for the onboarding process. They also add their HR supervisor and assistant, giving them access to view and edit the workflows and sent documents, as well as manage any other team members added to the workspace.
Supervisor: The HR supervisor, as a Supervisor, can add new teammates, set up new workflows, and send documents. They use their access to the Onboarding workflow to customize it for each new hire, adding their personal details and any necessary forms.
Creator: The HR assistant, as a Creator, can create one-time workflows and workflows but can only view and edit the ones they've created. With their level of access, they can create new workflows for reference checks, which is integrated into the onboarding process.
Filler: The new hire, as a Filler, receives an email invitation to join the workspace and fill out the necessary documents. They fill out their personal details, upload the required forms, and complete any necessary tasks.
A new hire may not have an account at the moment. One will be created automatically with the Filler role once the received documents are filled out.
Auditor: The CEO, as an Auditor, can view all workflows, documents, and revisions in the workspace, giving them a bird's eye view of the onboarding process and allowing them to spot any potential issues or inefficiencies. They can also provide feedback and suggest improvements to the HR supervisor.
In this way, each role plays a key part in the onboarding process:
Owner sets up the initial workflow
HR supervisor manages the workflow and customizes it for each new hire
HR assistant creates new documents and workflow to improve the process
New hire completes the necessary forms and tasks
CEO oversees the entire process and provides feedback
Based on the example above, you can see that the roles in the Workspace are essential for delegating tasks, managing permissions and access levels, and streamlining workflows. Each role has its own set of permissions and responsibilities, allowing team members to work together efficiently and effectively within one Workspace.
Access to the workflow
Besides roles, you can also set permissions for accessing and managing a workflow.
You may set the following access levels for workflow:
Admin access allows a user to run workflow and edit and manage the corresponding workflow
Fill and share access allows a user to run and manage documents for the corresponding workflow.
The teammate role will not be changed in this case. This option allows you to grant additional permissions for a workflow.
Note: You can share the workflow access with the users who are not added to your workspace. Upon sending an invitation, the user will be added as a teammate with the Filler role and have shared access to the specific workflow.
Besides, you can set up access permissions for your workflows that improve collaboration and help ensure that your workflows are used effectively and efficiently.
Private workflow is only visible to the Creator, workflow Admins, and teammates with Fill and Share access. The Owner, Supervisor, and Auditor have access to every workflow in a workspace, including Private ones.
Example: the HR manager creates a private workflow for the employee onboarding process. The HR manager can limit access to the workflow to only themselves and the HR team members who have been granted Fill and share access to the workflow. This ensures that sensitive employee information is kept confidential and is only accessible to the authorized persons.
Group workflow is accessible to the members of a selected Group per their access rights. Like the Owner and Supervisor in a workspace, a Group Admin can run workflows and set up Group workflows. Check the instructions on Group creation in this article.
Example: the HR team can create a group workflow for an employee performance review process. The group workflow can be set up so that only the HR team members and managers who are part of the performance review process can access the workflow. This ensures that sensitive employee performance information is only accessible to the authorized persons.
Team workflow allows every teammate in a workspace to run workflow.
Example: the HR team can create a team workflow for the employee time off request process. The workflow can be set up so that all teammates in the workspace can access the workflow and submit time off requests. However, the HR team members can be granted Supervisor access to the workflow, allowing them to review and approve the time off requests. This ensures that the time off requests are properly managed and approved by the HR team.
By default, a workflow is Private. To change its access, click Private and select Team access. If you already have at least one Group created, the Group access option will be available in the dropdown list.
