The available settings and member management permissions in a Notta workspace vary depending on user roles. This article explains how to assign and change roles for proper permission management, as well as how to transfer workspace ownership.
Prerequisites for using this feature
Plan: Available on Business Plan and Enterprise Plan
Role: Granting and revoking Admin roles can be performed by Owner and Admins only
Transferring workspace ownership can be performed by Owner only
Platform: Notta Web
Overview of user roles
There are three types of user roles in the Notta Workspace: Owner, Admin, and Member.
For a Personal Workspace (Free, Pro, or a 1-seat Business Plan), the sole user is the Owner, and the role cannot be changed.
In a Multi-User Workspace, roles can be switched among Owner, Admin, and Member.
A workspace's maximum user capacity depends on the number of seats. Each user who accesses the workspace occupies one seat, no matter their role.
Owner: The user role with the highest authority, limited to one person per workspace.
Admin: A workspace administrator role that can be assigned to multiple users.
Member: A user invited by the Owner or an Admin.
Owners hold the highest level of permissions, followed by Admins and then Members. The table below outlines key functions that illustrate the differences in permissions between roles, aside from basic tasks like transcription.
| Owner | Admin | Member | |
|---|---|---|---|
| Move data to Trash | Y | Y | Y |
| Permanently delete data from Trash | Y (*1) | Y (*1) | Y (*1) |
| Restore data from Trash | Y (*2) | Y (*2) | Y (*2) |
| Create and delete folders | Y | Y | Y (*3) |
| Change or cancel subscription | Y | N | N |
| View billing information | Y | N | N |
| Add and remove members | Y | Y | N |
| Create and manage groups | Y | Y | N |
| Change workspace logo | Y | Y | N |
| Rename workspace | Y | Y | N |
| Delete workspace | Y | N | N |
| Grant and revoke Admin roles | Y | Y | N |
| Transfer workspace ownership | Y | N | N |
| Restrict external sharing | Y | N | N |
| Restrict IP addresses | Y | N | N |
| Receive weekly reports | Y | Y | N |
| View usage reports | Y | Y | N |
| Disable third-party integrations | Y | N | N |
| Set password expiration policy | Y | N | N |
| Disable AI features | Y | N | N |
| Restrict email address changes | Y | N | N |
| Set automatic deletion policy | Y | N | N |
*1: Permanent deletion rights are granted to specific roles (Admin/Owner or Data Creator) based on the Trash Management Settings.*2: Data restoration is possible based on having 'Can edit' access rights or higher, OR specific role privileges (e.g., Owner/Admin, Data Creator) granted via the Trash Management Settings.*3: Folders can only be created if the Administrator has granted folder creation rights to the member.
Grant and revoke Admin roles
Note: Admin roles can only be granted or revoked by the Owner and an Admin.
- Click your Profile image > Settings in the upper right corner of the screen.
- Click Members from the left navigation bar in the Settings screen.
- To grant Admin roles, click the user's current role and select Admin. To revoke Admin roles, click the user's current role and select Member.
Transfer workspace ownership
Notes:
Only the current Owner of the workspace can perform the ownership transfer.
Once the transfer is complete, the former Owner's role is automatically changed to Admin.
The new Owner can remove the former Owner's account from the workspace or revoke their Admin role.
- Click your Profile image > Settings in the upper right corner of the screen.
- Click Members from the left navigation bar in the Settings screen.
- Click the new Owner's current role (Member or Admin), then select Transfer Ownership.
- Click Transfer. The system will automatically email a verification code to the current Owner.
- The current Owner enters the code and clicks Confirm to complete the transfer.