Member roles in workspaces
In Podio we have different types of admin roles and member roles in workspaces and in organizations.
We have two types of admins: the workspace admin and the organization admin.
We also have contract owners.
Workspace admin
Being an administrator in an organization does not automatically make you an admin in all workspaces. You need to create the workspace yourself to be the admin, or ask a colleague to promote you to an admin in a specific workspace.
When you’re an administrator of a workspace, you can change any member’s role in the workspace. Click on the Wrench icon on top of your workspace activity stream, then choose Manage Members.
The roles are:
Employee roles (Paid users):
- Light member (Plus and Premium only)
- Regular member
- Workspace Admin
External client roles (Free):
- External Client (full workspace access)
- Guest (single item)
Note: Working with a trusted Partner? They will be listed as Service Users.
For more information on these user types can be found here.
You can upgrade and downgrade employee and client users from the user management tool as organization admin. Here is a summary of the actions that users can perform with the different user roles.
| Action | Space Admin | EmployeeRegular User | Employee Light User | Free External Client(New)* | Free Guest User | |
| See all activity in apps and workspace | Yes | Yes | Yes | Yes | (Shared single item only) | |
| Upload File | Yes | Yes | Yes | Yes | Yes | |
| Add comment and like items and posts | Yes | Yes | Yes | Yes | Yes | |
| View reports and app views | Yes | Yes | Yes | Yes | Yes | |
| Create new task | Yes | Yes | Yes | Yes | Yes | |
| Create new organization | Yes | Yes | Yes | Yes | N/A | |
| Post Status in workpsace | Yes | Yes | Yes | Yes | N/A | |
| Create Workspace | Yes | Yes | Yes | N/A | N/A | |
| Create app items | Yes | Yes | Yes | N/A | N/A | |
| Edit app items | Yes | Yes | Yes | N/A | Yes (Depends on the invitation) | |
| Create and add apps from the App Market | Yes | Yes | N/A | N/A | N/A | |
| Invite members to workspace | Yes | Yes | N/A | N/A | N/A | |
| Wrench icon on Workspace | Yes | Yes (limited options) | Yes (limited options) | Yes (limited options) | N/A | |
| Wrench icon on app | Yes | Yes (limited options) | N/A | N/A | N/A | |
| Action dropdown on Item | Yes | Yes | Yes (limited options) | N/A | N/A | |
| Delete other’s app items (if the user is the creator of the app) | Yes | Yes | N/A | N/A | N/A | |
| Create tiles and reports | Yes | Yes | N/A | N/A | N/A | |
| Share items with another user | Yes | Yes | N/A | N/A | N/A | |
| Publish apps to the App Market | Yes | N/A | N/A | N/A | N/A | |
| Modify or delete others’ apps and workflows | Yes | N/A | N/A | N/A | N/A | |
| Reorder apps in a workspace | Yes | N/A | N/A | N/A | N/A | |
| Change workspace user permissions | Yes | N/A | N/A | N/A | N/A | |
| Change workspace settings | Yes | N/A | N/A | N/A | N/A | |
* The new external client user permission will go live tentative August 30, 2023. The new ability to share apps and views is a planned new feature arriving in the near future!
Guest
Guests are users that have been invited to select items using the share single item tool. They can edit and comment on these specific items, but cannot see anything else within the workspace, such as the full list of members, other information in the app, or other apps in the same workspace.
Note:
Guest users are considered free users on Podio subscription plans.
You can change the roles if you click the Wrench icon at the top of the workspace in the Activity app, then Manage members option.
Organization admin (Upgraded organizations only)
In an upgraded organization, the organization admin has access to the User Management tool and can decide and lock down the organization name and URL via the organization settings.
User Management tool:
The User Management tool is a great feature. It’s included in Podio Plus and Podio Premium for organization admins only.
To provide flexibility in managing your user, the organization admin can seamlessly move employees to externals/clients and vice versa. The new tool will be available from August 1, 2023.
The User Management tool is a great feature. It’s included in Podio Plus and Podio Premium.
Contract Owner (Upgraded organizations only)
In an upgraded organization, the contract owner is the user who upgraded the organization. This user must be an Employee user in the organization and belong to at least one workspace. In order to change the contract owner, please contact Podio Support with your request. The contract owner is the only user who has access to the Billing details and access to change the plan type, number of users, or cancel the plan. The Contract Owner has the ability to add a “billing email (if you need invoice copies)” under “Billing details” so another user within the company can also receive copies of invoices. We recommend only adding another email address here if you need invoices to go to your billing or finance department.