Roles & Permissions

Roles & Permissions

Every workspace member has a role that determines what they can do. Understanding roles helps you set up the right access for everyone.

The Three Roles

Owner

The workspace creator and administrator:

• Full control over the workspace
• Can do everything
• Can delete the entire workspace
• Cannot leave without transferring ownership

Every workspace has at least one owner. There can be multiple owners.

Member

Active participants who can manage data:

• Read and write access to all data
• Can add and edit transactions
• Can manage categories, tags, and budgets
• Cannot manage workspace membership
• Cannot delete the workspace

Good for partners, family members, or roommates who actively participate.

Viewer

Read-only access for visibility:

• Read-only access to all data
• Can view transactions, reports, budgets
• Cannot add or edit anything
• Cannot change any settings

Good for people who need visibility but shouldn't make changes.

Permission Details

Transaction Permissions

Action	Owner	Member	Viewer
View all transactions	✅	✅	✅
Add manual transactions	✅	✅	❌
Edit transaction details	✅	✅	❌
Delete transactions	✅	✅	❌
Change categories/tags	✅	✅	❌

Account Permissions

Action	Owner	Member	Viewer
View connected accounts	✅	✅	✅
View balances	✅	✅	✅
Connect new accounts	✅	✅	❌
Disconnect accounts	✅	Only own accounts	❌

Organization Permissions

Action	Owner	Member	Viewer
View categories	✅	✅	✅
Create/edit categories	✅	✅	❌
View tags	✅	✅	✅
Create/edit tags	✅	✅	❌
View auto-rules	✅	✅	✅
Create/edit auto-rules	✅	✅	❌

Budget Permissions

Action	Owner	Member	Viewer
View budgets	✅	✅	✅
Create budgets	✅	✅	❌
Edit budgets	✅	✅	❌
Delete budgets	✅	✅	❌

Report Permissions

Action	Owner	Member	Viewer
View Cash Flow	✅	✅	✅
View Explorer	✅	✅	✅
Apply filters	✅	✅	✅
Export data	✅	✅	❌

Workspace Permissions

Action	Owner	Member	Viewer
View member list	✅	✅	✅
Invite new members	✅	❌	❌
Remove members	✅	❌	❌
Change member roles	✅	❌	❌
Edit workspace settings	✅	❌	❌
Delete workspace	✅	❌	❌
Leave workspace	❌*	✅	✅

*Owners must transfer ownership before leaving.

Changing Roles

Who Can Change Roles

Only owners can modify member roles.

How to Change a Role

1. Go to workspace settings
2. Find the member
3. Tap to edit their role
4. Select new role
5. Confirm change

Role Change Effects

When a role changes:

• Upgrade (Viewer → Member) - Gains edit permissions immediately
• Downgrade (Member → Viewer) - Loses edit permissions immediately
• Promote to Owner - Gains full control including member management

Promoting to Owner

To give someone owner permissions:

1. They must be a current member
2. Promote them to Owner
3. They now share full control

Multiple owners can exist. All have equal power.

Demoting an Owner

If there are multiple owners:

1. One owner can demote another
2. But cannot demote the last remaining owner
3. At least one owner must always exist

Choosing the Right Role

When to Use Owner

Make someone an owner if:

• They share equal responsibility for the finances
• They need to invite/remove members
• They should be able to manage the workspace fully
• They might need to act if you're unavailable

Examples:

• Your spouse/partner
• A co-owner of an asset
• A trusted family member

When to Use Member

Make someone a member if:

• They actively participate in financial management
• They need to add transactions or manage budgets
• They should be able to categorize and organize
• But shouldn't manage membership

Examples:

• Adult children in a family workspace
• Roommates tracking shared expenses
• Family members who contribute

When to Use Viewer

Make someone a viewer if:

• They only need visibility
• They shouldn't modify anything
• You want them to see but not change

Examples:

• Children monitoring family finances (educational)
• A financial advisor reviewing data
• Someone temporarily checking progress

Role-Based Workflows

Equal Partners

For couples/partners managing finances together:

• Both as Owners
• Equal control and responsibility
• Either can manage everything

Parent-Managed Family

For parents managing family finances:

• Parents as Owners
• Participating teens as Members (if they add transactions)
• Younger kids as Viewers (for visibility)

Roommate Shared Expenses

For roommates tracking shared costs:

• One person as Owner (manages workspace)
• Others as Members (add their expenses)
• Use tags to track who paid

Advisory Access

For giving someone visibility:

• You as Owner
• Advisor/parent/mentor as Viewer
• They can see but not change

Security Considerations

Principle of Least Privilege

Give the minimum role needed:

• Don't make everyone an owner
• Viewer is fine if editing isn't needed
• Member is enough if they don't need to manage membership

Owner Risks

Owners can:

• Delete the entire workspace
• Remove other members (including other owners)
• Change anyone's role

Only grant owner to fully trusted people.

Member Risks

Members can:

• Edit or delete any transaction
• Change categories and budgets
• Connect accounts

Grant member to active participants you trust with data.

Viewer Safety

Viewers cannot damage data:

• No edit or delete capability
• Read-only is safe for visibility
• Good for untrusted or casual access

Related Features

• Workspaces - Creating and managing workspaces
• Invitations - Adding members with roles
• Activity Log - See who did what