Roles & Access Model
The three user roles in meinGPT, their permissions, and what admins can control with them
Every workspace member has exactly one of three roles. Roles control which features a user can access and whether a paid seat is consumed.
The three roles
| Role | AI features | Admin settings | Seat required |
|---|---|---|---|
| Admin | ✅ | ✅ | Yes |
| Member | ✅ | ❌ | Yes |
| Viewer | ❌ | ❌ | No |
Admin
Full access to all AI features on the platform as well as all workspace settings: member management, billing, integrations, compliance, data sources, and configuration. At least one admin must exist in the workspace at all times; there is no upper limit on the number of admins. There is no admin-only role without AI access — every admin consumes a seat.
Member
Access to all AI features (chat, assistants, workflows, image generator, translations, etc.). No access to admin areas. This is the default role for regular employees.
Viewer
Can log in but cannot use AI features. Viewers do not consume a seat and incur no license costs. Typical use cases:
- External partners who need to be present in a customer workspace without consuming a license
- Stakeholders who only need read access to shared content
- New employees waiting to be assigned a seat
Changing roles
Admins can change any member's role at any time using the dropdown in member management. Role changes take effect immediately. Downgrading to Viewer automatically releases the seat.
→ Step-by-step guide: Member Management
Tool access per role
It is currently not possible to restrict individual AI tools or integrations to specific roles (e.g. image generator for admins only). All members with a seat have access to the same enabled features. Which features are enabled is controlled in Workspace Configuration.
Support visibility
meinGPT support staff with elevated access can view additional operational and diagnostic areas when needed (e.g. system configuration, banners). These views are not visible to regular admins and are not required for day-to-day workspace management.
Related
- Member Management — invite users and manage roles and seats
- Workspace Configuration — enable and disable features
- Teams & Groups — scale permissions through teams