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User Roles & Permissions
Understanding different user types and their access levels in Kowalah
Kowalah offers different roles to support collaboration across your buying team while maintaining appropriate access controls.
Account Types
Free Account
- 1 concurrent buying process
- 1 user
- 5 total chats
- Limited to personal workspaces only
Individual Account
- 3 concurrent buying processes
- 1 user
- Unlimited chats
- Access to document uploads
- Personal workspace only
Team Account
- Multiple concurrent buying processes (in blocks of 5)
- Multiple users (up to 50 users per 5 processes)
- Organization workspaces with shared projects
- Centralized billing and administration
Enterprise Account
- Multiple concurrent buying processes (in blocks of 5)
- Multiple users (up to 50 users per 5 processes)
- Organization workspaces with shared projects
- Centralized billing and administration
Workspace Types
Personal Workspace
- Individual space for your projects
- Only you can access these projects
- Available on all account types
- Indicated by your personal profile in the organization switcher
Organization Workspace
- Shared space for team collaboration
- Available only on Team accounts
- Multiple members can access the same projects
- Indicated by your organization name in the organization switcher
Project Roles
Within team projects, users can have different roles that determine their permissions:
Project Owner
The person who created the project or was assigned ownership.
Permissions:
- Create and delete projects
- Edit project details
- Invite and remove team members
- Star the project
- Upload and delete documents
- Access all conversations and knowledge
- Archive projects
Project Admin
Users with administrative privileges for a specific project.
Permissions:
- Edit project details
- Invite and remove team members
- Star the project
- Upload and delete documents
- Access all conversations and knowledge
Project Member
Regular team members collaborating on a project.
Permissions:
- View project details
- Star the project
- Upload documents
- Access shared conversations and knowledge
- Create new conversations
Organization Roles
At the organization level, users can have these roles:
Organization Admin
Users who manage the organization and its billing.
Permissions:
- Create and manage projects
- Invite and remove organization members
- Manage billing and subscriptions
- Access organization-wide settings
- View usage statistics
Organization Member
Regular users within an organization.
Permissions:
- Join projects they’re invited to
- Create new projects (up to organization limits)
- Access organization resources
- Limited view of organization settings
Plan Permissions
Different subscription plans offer varying capabilities:
| Feature | Free | Individual | Team |
|---|---|---|---|
| Concurrent projects | 1 | 3 | 5+ |
| Team members per project | 1 | 1 | 10 |
| Document uploads | No | Yes | Yes |
| Organization workspace | No | No | Yes |
| Custom instructions | No | Yes | Yes |
| Team collaboration | No | No | Yes |
| Project knowledge base | Limited | Yes | Yes |
Managing Permissions
Assigning Project Roles
- Navigate to the project
- Select the Team tab
- Find the team member
- Click the role dropdown
- Select the appropriate role
Removing Access
- Navigate to the project
- Select the Team tab
- Find the team member
- Click the “Remove” button