Every member of a Kowiki workspace has one of four roles. Roles determine what a person can see, create, and manage across the workspace.
| Capability | Owner | Admin | Editor | Viewer |
|---|---|---|---|---|
| Browse wiki content | ✓ | ✓ | ✓ | ✓ |
| Use the AI Knowledge Agent | ✓ | ✓ | ✓ | ✓ |
| Create and edit pages | ✓ | ✓ | ✓ | — |
| Organize sections | ✓ | ✓ | ✓ | — |
| Edit page metadata | ✓ | ✓ | ✓ | — |
| Manage integrations (sources & apps) | ✓ | ✓ | — | — |
| Invite and remove team members | ✓ | ✓ | — | — |
| Configure section permissions | ✓ | ✓ | — | — |
| Manage billing and subscription | ✓ | — | — | — |
| Delete workspace | ✓ | — | — | — |
| Transfer ownership | ✓ | — | — | — |
Each workspace has exactly one Owner. The Owner has unrestricted access to every feature, including billing management and the ability to delete the workspace entirely.
Ownership is transferable — if you need to hand off responsibility, you can transfer it to another member from Settings → Team. Once transferred, your role changes to Admin.
Use this role for: The person ultimately responsible for the workspace and its billing relationship.
Admins handle the day-to-day operational management of the workspace. They can invite and remove team members, configure integrations with tools like Slack or Microsoft Teams, and set up section-level access restrictions.
Admins cannot access billing settings or delete the workspace. This separation protects against accidental (or unauthorized) changes to the subscription or workspace itself.
Use this role for: Team leads, IT administrators, or knowledge managers who need to control access and integrations without owning the billing relationship.
Editors are your content contributors. They can create pages, organize sections, and edit metadata like tags and descriptions. They focus entirely on building and maintaining the knowledge base.
Editors cannot invite team members, manage integrations, or change permissions. This keeps content work cleanly separated from workspace administration.
Use this role for: Subject-matter experts, technical writers, and anyone responsible for creating or maintaining documentation.
Viewers have read-only access to the workspace. They can browse all content they have permission to see and ask questions through the AI Knowledge Agent. They cannot create or edit any content.
Use this role for: Teammates who need to consume knowledge but do not need to contribute — such as new hires during onboarding, stakeholders, or cross-functional collaborators.
Users who access Kowiki through a connected Slack or Microsoft Teams app are counted as synced users. Synced users are always unlimited regardless of your plan — they do not count toward your Editor or Viewer seat limits.
Synced users interact with your knowledge base through the platform app (asking questions, browsing shared answers). Their access still respects section-level permissions based on their linked account role. If a synced user also signs into the Kowiki web app, they use whichever role is assigned to their account.
For information on how many Editors and Viewers your plan supports, see Plans Overview.