> For the complete documentation index, see [llms.txt](https://docs.rooks.ai/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.rooks.ai/workspace-and-team/roles-and-permissions.md).

# Roles and Permissions

Control what team members can do across the workspace and which forms they can access.

Workspace roles determine which administrative actions a team member can perform. Access to edit a particular form is managed separately.

{% tabs %}
{% tab title="Owner" %}
Owners have all the permissions available to Admins, plus:

* Invitations, roles, and team access
* Form destinations
* Workspace deletion
* Billing management
  {% endtab %}

{% tab title="Admin" %}
Admins can oversee day-to-day workspace operations, including:

* Create, organize, publish, and delete forms
* Update workspace settings and form appearance
* Configure destinations and custom domains
* Maintain security settings and access policies
* View and manage form responses
* Billing management 
  {% endtab %}

{% tab title="Member" %}
Members can create forms and work with forms they have permission to edit
{% endtab %}
{% endtabs %}

{% hint style="info" icon="square-info" %}
Having an Admin and Owner role does not automatically grant editing access to every form. A person must be assigned as the editor of a form before they can edit it.
{% endhint %}

### Change a team member’s role

Only an Owner can change workspace roles. The team member must accept their invitation before their role can be changed.

1. Open **Workspace settings** <i class="fa-arrow-right">:arrow-right:</i> **Team**.
2. Find the team member.
3. Select their current role.
4. Choose **Owner**, **Admin**, or **Member**.

The new permissions take effect when the role is updated.

Keep at least one active Owner in the workspace. Before changing an Owner’s role or suspending their account, make sure another Owner can continue managing the team.

### Control access to a form

Owners and Admins can use access policies to control who can view a form, edit it, or work with its responses.

To add access an access policy:

1. Open the form <i class="fa-arrow-right">:arrow-right:</i> **Policies** <i class="fa-arrow-right">:arrow-right:</i> **Create access policy**.
2. Choose a team member or user group and select the type of access to grant.
3. Add an optional description.
4. Select **Create**.

Viewing and response access can be granted to an individual or a user group. Editing access can only be granted to an individual team member.

Access policies are available when response storage is enabled for the workspace.

### Understand form editing rights

Each form has exactly one assigned editor. When someone creates a form, they become its editor automatically.

Rooks will not allow you to:

* Assign a second editor to the same form.
* Delete the form’s only editing policy.
* Change the editing policy in a way that leaves the form without an editor.
* Assign editing rights to a user group.

To give someone else editing access, transfer the existing editing policy to them.

### Transfer form editing rights

The new editor must first be a member of the workspace. It is best to wait until they have accepted their invitation before transferring the form.

1. Navigate to the form settings and select **Policies**.
2. Select **Edit** on the **User/user** group to be modified.
3. Under **User / user group**, select the new editor.
4. Keep **Edit form** selected as the action and then **Save**.

The assigned user receives editing access, and the previous editor loses it immediately.

{% hint style="info" %}
Transfer editing rights before suspending a team member who currently owns a form’s editing policy.
{% endhint %}

### One editing session at a time

Rooks also allows only one active editing session for a form at a time. This is separate from the form’s assigned editing rights.

If the form is already open for editing in another session, Rooks displays **Editor unavailable**. Close the existing editor before opening the form elsewhere or transferring it to another team member.