Understanding Workspace Permissions in Proposaly.io

1. Introduction

What This Article Covers
This guide explains how user permissions work in a Proposaly workspace. You’ll learn about the different access levels you can assign, what each one allows, and how to manage team roles under the People & Access settings.

Who This Is For
workspace Owners, Admins, and Managers responsible for controlling team access and document collaboration.

Why It’s Useful
Assigning the right permissions ensures secure, focused collaboration by giving team members only the access they need - avoiding accidental edits or unauthorized sharing.

2. Accessing Permissions Settings

To manage user permissions:

1. Open your workspace.
2. Click the three-line (☰) menu at the top left.
3. Choose Edit workspace > People & Access.

From here, you'll see a list of team members and their current roles.

3. Permission Types Explained

Each user in a workspace can be assigned one of the following roles:

🔒 Owner / Editor

• Full access to all documents.
• Can create, edit, and manage any proposal in the workspace.
• Can manage team members and settings.
• Only one Owner per workspace.
   

✏️ Scoped Editor

• Can create new documents, but can only view or edit those they are assigned to.
• Useful for freelancers, collaborators, or external consultants.
   

💬 Commenter

• Can view all documents.
• Can leave comments, but cannot make edits.
• Ideal for legal teams, approvers, or clients reviewing drafts.
   

👁️ Viewer

• Read-only access to all documents.
• No comments or edits allowed.
• Great for stakeholders who just need visibility.
   

4. Changing a User’s Role

To change someone’s access level:

1. Click the dropdown next to the team member's name.
2. Select a new role (Editor, Scoped Editor, Commenter, or Viewer).
3. The change is applied instantly.
    

5. Additional Actions

From the same dropdown menu, you can also:

• Transfer Ownership: Make another user the Owner (only one owner per workspace)
• Remove Access: Completely remove a user from the workspace.

⚠️ Only Owners and Admin Editors can transfer ownership or remove users.

6. Best Practices

• Use Scoped Editors for contributors with limited project scope.
• Assign Commenter access for clients or external reviewers to ensure proposals aren’t accidentally edited.
• Reserve Owner access for those responsible for account security and workspace billing.
   

7. Additional Resources

• Setting Up Notifications
• Managing User Roles in Proposaly.io

• Team Management in Proposaly.io

   

8. Conclusion

Managing workspace permissions in Proposaly ensures your documents are secure, your teams are productive, and your workflow stays organized. Whether you’re building a large collaborative workspace or just sharing a proposal with a client, understanding roles and access is key.

Need help updating user access? Reach out to support@proposaly.io or use the in-app chat.