Roles and Permissions
Every member of an Organisation has a role that controls what they can do. The Archiver has three roles: Admin, General, and Viewer.
The three roles
Admin
Full control over the organisation and archive.
Can do everything, including:
- Create, edit, and delete Accessions, Fonds, Dossiers
- Invite and remove members
- Change member roles
- Edit organisation settings and AI Instructions
- View usage and manage billing
- Export in all formats
Typical users: The archive manager, department head, primary archivist.
General
Can do all archive work, but cannot manage the organisation or its members.
Can:
- Create, edit, and delete Accessions, Fonds, Dossiers
- Upload files and run AI analysis
- Search and explore the archive
- Export in all available formats
Cannot:
- Invite or remove members
- Change member roles
- Edit organisation-level settings
Typical users: Archivists, researchers, regular contributors.
Viewer
Read-only access to the archive.
Can:
- View all Accessions, files, Fonds, and Dossiers
- Search the archive
- View Explore sessions and Dossier analyses
- Export basic formats (CSV, JSON)
Cannot:
- Create, edit, or delete anything
- Upload files
- Run AI analysis
- Export in premium formats (EAD3, BagIt, etc.)
Typical users: Researchers with read-only access, stakeholders who need to browse but not edit.
Permissions at a glance
| Action | Admin | General | Viewer |
|---|---|---|---|
| View files | ✓ | ✓ | ✓ |
| Search | ✓ | ✓ | ✓ |
| Upload files | ✓ | ✓ | ✗ |
| Create Accessions | ✓ | ✓ | ✗ |
| Edit metadata | ✓ | ✓ | ✗ |
| Delete Accessions | ✓ | ✓ | ✗ |
| Create Fonds/Series | ✓ | ✓ | ✗ |
| Create Dossiers | ✓ | ✓ | ✗ |
| Run AI analysis | ✓ | ✓ | ✗ |
| Export (all formats) | ✓ | ✓ | CSV/JSON only |
| Invite members | ✓ | ✗ | ✗ |
| Remove members | ✓ | ✗ | ✗ |
| Change roles | ✓ | ✗ | ✗ |
| Edit org settings | ✓ | ✗ | ✗ |
| Manage billing | ✓ | ✗ | ✗ |
Changing a member's role
- Go to Settings → Organisation → Members
- Find the member
- Click the role badge next to their name
- Select the new role
- Confirm
note
There must always be at least one Admin in an Organisation. You cannot remove the Admin role from the last remaining Admin.