Managing User Roles in Caplena
Assigning the right role is key to giving team members the access they need. In Caplena, roles define what a user can do across all projects and reports.
How to Change a User’s Role
Changing roles is simple and takes less than a minute:
Find the user whose role you want to change
Use the dropdown menu to select a new role
Role Overview
Here’s a breakdown of the six user roles available:
External Topic Assignment
Best for external partners or freelancers who should only work on their own content.
Administrator
Best for power users who manage subscriptions, teams, and integrations across the platform.
Full Data Access
Best for senior team members who need access to all projects and reports without admin responsibilities.
Project Manager
Best for team leads who manage their own projects but don’t require access to others’ work.
Internal Analyst
Best for team members working across projects, without needing downloads or reports.
Analyst
Best for stakeholders or junior team members who only need to view and explore results.
Credit Usage Permission
The Credit Usage permission determines whether a user can perform operations that consume credits in Caplena.
Operations requiring credits
- AI-assisted coding
- Topic generation
- AI topic assignment
- Other machine learning operations
Roles with Credit Usage permission
| Role | Credit Usage |
|---|
| Administrator | ✓ |
| Full Data Access | ✓ |
| Project Manager | ✓ |
| Internal Analyst | ✗ |
| External Topic Assignment | ✗ |
| Analyst | ✗ |
What happens without Credit Usage permission
If a user without Credit Usage permission attempts an operation that consumes credits, they will see an error message indicating that they need to contact their organization administrator to enable the permission.
