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What Are User Roles?

User roles determine what you can do in Stage3. Your role defines your level of access and the actions you can take. There are three roles: Owner, Administrator, and Member. Each role builds on the previous one, giving you more capabilities as you move up.

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The Three Roles

Member

Basic access to view and use processes. Perfect for most team members.

Administrator

Can create and manage processes. Ideal for process owners and managers.

Owner

Full control over the entire workspace. Reserved for executives and system managers.

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Role Comparison

Here’s a quick overview of what each role can do:
ActionMemberAdministratorOwner
View processesYesYesYes
Search and use AIYesYesYes
Comment on processesYesYesYes
Create new processesNoYesYes
Edit processesNoYesYes
Delete processesNoYesYes
Manage team membersNoNoYes
Change rolesNoNoYes
Configure workspaceNoNoYes
Billing and subscriptionNoNoYes
These are the default role permissions. Your organization may have customized these settings.

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Member Role Explained

Members have read access to the processes shared with them. This is the most common role for regular team members. What Members Can Do
  • View all processes shared with them
  • Search for processes
  • Ask the AI assistant questions
  • Leave comments and feedback
  • Save favorite processes
  • Get notifications about updates
  • Download process attachments
What Members Cannot Do
  • Create new processes
  • Edit existing processes
  • Delete processes
  • Manage other users
  • Change workspace settings
Who Should Be a Member
  • Most employees
  • New hires
  • Contractors with limited access
  • Anyone who needs to reference processes but not create them
Being a Member doesn’t mean you’re less important! Most users are Members, and that’s perfectly fine for accessing and using your organization’s processes.

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Administrator Role Explained

Administrators can create, edit, and manage processes. They’re the process owners and content managers. What Administrators Can Do Everything Members can do, plus:
  • Create new processes from scratch
  • Edit any process they have access to
  • Delete processes they created
  • Organize processes into folders
  • Share processes with specific users
  • Upload and manage attachments
  • Create templates for reuse
  • Bulk import processes
What Administrators Cannot Do
  • Add or remove team members
  • Change user roles
  • Modify workspace settings
  • Access billing information
  • Delete the entire workspace
Who Should Be an Administrator
  • Department managers
  • Process owners
  • Team leads
  • Training coordinators
  • Anyone responsible for documenting procedures
Administrators are responsible for keeping processes accurate and up-to-date. If you’re an Administrator, make sure to review your processes regularly.

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Owner Role Explained

Owners have complete control over the workspace. There’s usually only one or two Owners per organization. What Owners Can Do Everything Administrators can do, plus:
  • Invite new team members
  • Remove team members
  • Change anyone’s role
  • Configure workspace settings
  • Manage integrations
  • Access all processes (even private ones)
  • View usage analytics
  • Manage billing and subscription
  • Delete the workspace
What Owners Should Be Careful About
  • Don’t give Owner access to too many people
  • Be cautious when deleting users or processes
  • Review workspace settings before changing them
  • Protect your login credentials carefully
Who Should Be an Owner
  • Company executives
  • IT administrators
  • Business owners
  • System managers
Owners have powerful privileges, including the ability to delete the entire workspace. Only assign this role to highly trusted individuals.

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How Roles Are Assigned

When you’re invited to join Stage3, you’re assigned a role by an Owner. During Onboarding
  1. An Owner sends you an invitation email
  2. The invitation specifies your role (Member or Administrator)
  3. You accept the invitation and create your account
  4. Your role is active immediately
Requesting a Role Change If you need different permissions:
  1. Contact your workspace Owner
  2. Explain why you need the change
  3. The Owner can update your role instantly
  4. You’ll receive a notification about the change
To check your current role, go to Administration > Team Settings and look for your name in the Team Members table. Your role will be displayed there.

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Permission Inheritance

Roles work on an inheritance model. This means higher roles can do everything lower roles can do, plus more. How It Works
  • Administrator = Member permissions + administrator permissions
  • Owner = Administrator permissions + owner permissions
Why This Matters You never lose capabilities when you’re promoted to a higher role. You only gain new ones.

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Role Best Practices

Always assign the lowest role that allows someone to do their job. You can upgrade later if needed. This principle is called “least privilege” and keeps your workspace secure.
Owners should review user roles every few months. Remove users who have left the company and adjust roles as job responsibilities change.
Keep a list of who your Owners and Administrators are. This helps during emergencies and when planning team changes.
Before giving someone Administrator access, make sure they understand how to create and manage processes properly. Poor documentation is worse than no documentation.

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Next Steps

Role Capabilities

See detailed capabilities for each role

How Sharing Works

Learn how to share processes based on your role