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:
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Go to your Account page
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Open the Team section
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Find the user whose role you want to change
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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.
Credit Usage Permission
The Credit Usage permission determines whether a user can perform operations that consume credits in Caplena.
Operations requiring credits
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AI-assisted coding
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Topic generation
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AI topic assignment
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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.