Inviting your team
You'll need: an administrative role. If Administration is missing from the bottom of your sidebar, you do not have it yet.
Add someone
Administration → Users → Create user. Enter their name and email address and pick their roles at the same time. They receive an email invitation, and their account is created when they accept it.
The email address does not have to be on your domain. Contractors, agencies and photographers are ordinary members with narrow roles.
Choose roles
A role is a named list of things someone may do. People can hold more than one, and holding two grants everything in both. Roles only ever add.
A new workspace comes with thirteen roles already defined. You can edit them, delete them, or add your own, but they are a good starting vocabulary:
| Role | Give it to |
|---|---|
| Administrator | The one or two people who run the workspace. Full access, including users, roles and every setting. |
| Billing Administrator | Whoever owns the subscription and nothing else. |
| Media Editor | People who manage the library end to end: files, versions, albums. |
| Media Uploader | Photographers and anyone who adds files but should not reorganize the library. |
| Media Viewer | Read-only access to media and albums. |
| Album Admin | Creating and organizing albums and their contents. |
| Knowledge Admin | People who own what the AI knows. |
| Knowledge Contributor | People who write knowledge content without changing how it is configured. |
| Knowledge Viewer | Read-only access to knowledge bases. |
| Designer | People who build designs and publish templates. |
| Design Contributor | People who fill approved templates without changing their layout. |
| Chat User | Everyone who uses AI Chat. |
| Power User | Chat User, plus building agents and tools. |
The Viewer / Contributor / Admin pattern repeats across media, knowledge and design by design. Once you know what a Contributor is in one area, you know it in all three.
A starting set of roles
For most organizations, three tiers cover almost everyone:
- Everybody gets Chat User and Media Viewer. They can ask the AI things and find files.
- The people who make things add Media Editor and Design Contributor.
- One or two owners get Administrator.
Add the narrower roles as they come up: Media Uploader for an outside photographer, Billing Administrator for finance, Designer for whoever owns the templates.
Start narrower than feels comfortable. Widening a role takes seconds, while discovering six months later that everyone could delete the library does not.
What roles do not control
Roles control which screens and actions someone has. They do not control which items someone sees inside a screen. That is the access list on the item itself, the "Who can use this" control. A Designer can open the design editor; whether they can open your design depends on who you shared it with.
See permissions and access for how the two interact, and sharing and access for the item side.
Remove someone
Open Administration → Users, select the person, and deactivate them. Deactivating ends their access immediately while keeping their history, so what they uploaded and changed stays attributed to them.
There is no delete, and that is deliberate: removal is always deactivation, so nothing in the workspace ever loses its author. Reactivating someone later restores the same account, against your plan's seat limit.
Every change to users and roles is recorded, with the before and after, in Administration → History. That is where to look when you need to answer "who granted this access?"