> ## Documentation Index
> Fetch the complete documentation index at: https://docs.caplena.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Understanding Role-Based Permissions

> This guide walks you through how to assign and update roles, and what each role allows.

## 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:

<Steps>
  <Step>
    Go to your **Account page**
  </Step>

  <Step>
    Open the **Team** section
  </Step>

  <Step>
    Find the user whose role you want to change
  </Step>

  <Step>
    Use the dropdown menu to select a new role
  </Step>
</Steps>

<iframe src="https://www.loom.com/embed/4a224d0715f14cbd9751a02d7d29a811" title="Loom video player" frameborder="0" className="w-full aspect-video rounded-xl" allow="accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share" allowfullscreen />

## Role Overview

Here’s a breakdown of the six user roles available:

### External Topic Assignment

<Tip>
  *Best for external partners or freelancers who should only work on their own content.*
</Tip>

No upload capability; No access to projects or dashboards of others by default.

### Administrator

<Tip>
  *Best for power users who manage subscriptions, teams, and integrations across the platform.*
</Tip>

Access to the projects, questions and reports of all users; Team and subscription management permissions.

### Full Data Access

<Tip>
  *Best for senior team members who need access to all projects and reports without admin responsibilities.*
</Tip>

Upload capability; Access to projects & dashboards of all team members.

### Project Manager

<Tip>
  *Best for team leads who manage their own projects but don’t require access to others’ work.*
</Tip>

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

<Tip>
  *Best for team members working across projects, without needing downloads or reports.*
</Tip>

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

<Tip>
  *Best for stakeholders or junior team members who only need to view and explore results.*
</Tip>

Permission to view and visualize projects of all team members, but no permission to edit or download any projects.

## 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.