Understanding Role-Based Permissions

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:

Go to your Account page
Open the Team section
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.

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

Administrator

💡 Best for power users who manage subscriptions, teams, and integrations across the platform.

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

Full Data Access

💡 Best for senior team members who need access to all projects and reports without admin responsibilities.

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

Project Manager

💡 Best for team leads who manage their own projects but don’t require access to others’ work.

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

💡 Best for team members working across projects, without needing downloads or reports.

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

💡Best for stakeholders or junior team members who only need to view and explore results.

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

For a full breakdown of what roles can and cannot do, see the comparison table below.

Role Comparison Table:

Permission	External Topic Assignment	Analyst	Internal Analyst	Project Manager	Full Data Access	Administrator
Upload projects	✖️	✖️	✖️	✅	✅	✅
View all projects	✖️	✅	✅	✖️	✅	✅
Edit all projects	✖️	✖️	✅	✖️	✅	✅
Download projects	✖️	✖️	✖️	✖️	✅	✅
Create new projects	✖️	✖️	✖️	✅	✅	✅
View reports	✖️	✅	✖️	✖️	✅	✅
Edit/delete reports	✖️	✖️	✖️	✖️	✅	✅
Access topic collections	✖️	✖️	✖️	✅	✅	✅
Change project permissions	✖️	✖️	✖️	✖️	✅	✅
Manage team & subscriptions	✖️	✖️	✖️	✖️	✖️	✅
Use & manage integrations	✖️	✖️	✖️	✖️	✅	✅
View meta-data in reports	✖️	✅	✅	✅	✅	✅
Full access to owned objects	✅	✅	✅	✅	✅	✅