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:1
Go to your Account page
2
Open the Team section
3
Find the user whose role you want to change
4
Use the dropdown menu to select a new role
Role Overview
Here’s a breakdown of the six user roles available:External Topic Assignment
No upload capability; No access to projects or dashboards of others by default.Administrator
Access to the projects, questions and reports of all users; Team and subscription management permissions.Full Data Access
Upload capability; Access to projects & dashboards of all team members.Project Manager
Upload capability; Only full access to projects created by oneself, but access to all topic collections and fine-tuned AIs from all team members.Internal Analyst
No upload capability; Permission to edit and access projects of all team members, but no permission to download projects and no access to reports of others.Analyst
Permission to view and visualize projects of all team members, but no permission to edit or download any projects.Removing a User
When you no longer need a team member’s account — for example, a temporary contractor whose contract has ended — you can remove them from Account → Team.1
Open the Team section
Go to your Account page and open the Team section.
2
Remove the user
Find the user you want to remove and select the option to delete their account.
3
Choose what happens to their assets
A confirmation dialog asks you to choose one of two options:
- Transfer all the user’s assets (Projects, reports & alerts) to the root user, before deleting the account — recommended in almost all cases. Nothing is lost; ownership simply moves to the account’s root user.
- Do NOT transfer the user’s assets, but delete them along with the account itself — permanently deletes the user’s projects, reports, and alerts along with their account. This cannot be undone.
4
Confirm
Type the user’s first name into the confirmation field and click Delete.
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
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.Sensitive Columns Permission
Columns marked as Sensitive (available on auxiliary columns) hide their data from users who don’t have the right permission — useful for excluding personally identifying or otherwise restricted information from view. Only users with the View Sensitive Columns permission can:- See the Sensitive toggle on a column
- See sensitive column data within project data
- Export sensitive columns
Roles with View Sensitive Columns permission
This is the default by role. An Admin or user with Full Data Access can also grant View Sensitive Columns to a specific user on a specific project — for example, giving a Project Manager visibility into sensitive columns on just one project without changing their role. See Object-Level Permissions for how to grant a per-project override.