On Labstep, some actions can be restricted based on Roles and Permissions. Within an organisation, you can either be an Admin or a Member. In a workspace, you can have either of the following permissions: owner, editor, viewer or custom permissions (paid tiers only).
Understanding Workspace Permissions:
Workspace permissions only apply to workspaces. When you create a workspace, you will automatically become the workspace "Owner". Check out this article to learn how to set up a workspace. There are three basic levels of permissions within a workspace: Owner, Editor, and Viewer.
As the "Owner", you have → absolute authority over this specific workspace. You can, for example, invite/disinvite/remove other members. But also edit, share, unlock and delete any content within this workspace. You can also transfer ownership of content to different workspaces.
As an "Editor" member, you can → create and edit any content within the workspace.
As a "Viewer" member, you can only → print/assign/view content and manage your Notification Settings.
If you are an Academic Plus, Pro or Entreprise user you have an additional level which corresponds to Custom Roles where you can tailor permissions for different types of users you might have within your organisation.
Please note: Your Workspace level permissions are set per workspace. So from one workspace to another, you might not have the same permissions!
Managing Workspace Permissions:
As an Owner (Workspace)
Click on the gear icon next to your icon underneath "Members" – from the workspace overview.
Select the permission of your choice next to the member's name.
Labstep team tip: As a workspace owner, you can set the default role to "Editor" or "Viewer". Whenever a new member is added to your workspace, they will automatically have this role without you having to select it manually.
As an Admin (Only available for Labstep Academic Plus, Pro and Enterprise users)
Click on your organisation's name at the top left-hand corner of your screen
Navigate to "Users".
Click on the vertical ellipsis ⋮ next to a user's name and role.
Click on "Manage Permissions".
Change the user's permissions in the workspace of your choice.
Labstep team tip: You can access your Organisation's page from any workspace by clicking on your Organisation's name at the top left-hand corner of your screen. You will be able to see the list of users within your organisation alongside their user roles, including yours.
Understanding "User role":
Please note this is only available for Labstep Academic Plus, Pro and Enterprise users
When you sign up to Labstep, you will, by default, be added as a "Member" to your organisation's account. The user(s) in charge of the organisation's overall Labstep account will have the "Admin" user role. The user role will dictate your ability to view/delete all workspaces, even "invitation-only" ones. If you have external stakeholders that need to have visibility over specific content, you can add them as a "Guest" to your organisation.
As an admin, you can view/delete any workspace within your organisation, create/manage workspaces, create/manage custom permissions, and invite/remove members from the organisation.
As a member, you will be able to create a new workspace (except if this function has been disabled by an admin), be invited to join other workspaces and view any workspace you are a member of.
As a guest, you will only be able to see the Workspaces you are added to. In the workspace where you are added, you are automatically set with Viewer permissions, and therefore you cannot edit anything.
Labstep team tip: When you create a workspace, you will automatically become the owner, regardless of your user role. You can create a workspace to work on private projects and then share them with another workspace you are a part of.
Managing User role:
Please note this is only available for Labstep Academic Plus, Pro and Enterprise users
As an admin, you can manage a user's role by appointing them the role of 'Admin' if they were a "Member", demoting an "Admin" to "Member" and adding guests.
Click on your organisation's name
Navigate to "Users"
Click on the vertical ellipsis ⋮ next to the user's name and role of your choice
Click on "Make Admin" or "Make member"
Labstep team tip: To learn how to add or remove a user check out this article. When performing such tasks, please don't forget to inform your dedicated Account Manager as this will most likely affect your billing.
Custom Roles and Permissions:
Please note this is only available for Labstep Academic Plus, Pro and Enterprise users
This feature enables Organisation Admins to have more granularity over controlling who does what by creating custom workspace roles and selecting permissions.
To create a new role:
Navigate to your organisation's home page.
Click on "Roles & Permissions".
Click on "Add Role".
Enter a name then click on "Create".
Select this role's permissions from Experiments editing to Tags management.
Create as many roles as necessary!
Labstep team tip: If you need help creating and managing roles, please contact your dedicated Account Manager or reach out to our team using the in-app chat or info@labstep.com.
Always, If Assigned, Never:
Always
A user will always be able to perform this action regardless of being the creator, a collaborator or assigned to the content.
If Assigned
A user will only be able to perform this action if they have been assigned to the content. For example, in an experiment, Manage Collaborators>Assigned will enable the user to perfect all experiment-related actions if their permissions are "If Assigned".
Never
A user will never be able to perform this action even if they are the creator, a collaborator or assigned to the content.
To edit a role:
Click on ⋮
Select "Edit"
Amend as necessary
To delete a role:
Click on ⋮
Select "Delete"
Click on "Delete"
Still need help?
Contact us here or start a conversation with a member of our team using our in-app chat.