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Users
A user is an account that belongs to a workspace. Users are classified as members or guests, and every user is assigned exactly one workspace role for each workspace they belong to.
You can manage users within a workspace from global nav > Workspace settings > Users. For permissions by workspace role, see Workspace permissions; for inviting users, see Invitations and joining.
Members and guests
| Category | Workspace roles included | Summary |
|---|---|---|
| Member | Workspace Owner, Workspace Editor, Workspace Viewer, custom roles | Users who use the workspace's main features |
| Guest | Workspace Guest | Users who can only access limited resources, such as explicitly shared reports |
- User = member + guest (every account that belongs to the workspace)
- Member = user excluding guests
Guests can't belong to a group. Also, Workspace settings in the global nav isn't shown to guests.
Workspace roles
Every user is always assigned exactly one workspace role.
| Role | Summary |
|---|---|
| Workspace Owner | Has full administrative permissions for the workspace, including user management |
| Workspace Editor | Can create and edit content such as notebooks and connections. Can't invite users or change workspace settings |
| Workspace Viewer | Can view content but can't edit it |
| Workspace Guest | Can only view limited resources, such as shared reports |
| Custom role | A role created in the workspace. Has the permissions chosen in the role (Custom roles) |
For permissions by role, see Permissions overview and Workspace permissions.
Custom roles
In workspaces where custom roles are available, you can assign custom roles created in the workspace in addition to the built-in roles. You create, edit, and delete custom roles on Roles.
- You can assign them to users and service accounts. You can't assign them to guests, and you can't change a guest's role to a custom role.
- You assign and change roles by changing a role on the Users screen and in email invitations. For service accounts, choose the role on the Service accounts screen.
- Only a Workspace Owner can grant or revoke the Workspace Owner role. Workspace Owner doesn't appear in the role options for anyone else.
- Users whose role has the Members permission can invite and remove users other than Workspace Owners, and change their roles.
Sign-in methods
Users who can change workspace settings (Workspace Owners and users whose role has the Workspace settings permission) can view the sign-in methods registered to each user's account in the Sign-in column on the Workspace members and Workspace guests tabs.
If a user has registered both Google and a password, both methods are shown. Sign-in methods belong to the account and are shared across its workspaces. For adding or removing your own sign-in methods, see Sign-in & security.
Users whose information can't be found show Unknown. If fetching the information fails, the column shows Unavailable.
Deleting a user
Workspace Owners and users whose role has the Members permission can remove a user from the workspace from the Users screen. Only a Workspace Owner can remove a Workspace Owner.
When removed, that user's Private folder (including the notebooks and folders within it) is deleted. Connections with the Private access level whose only connection owner is that user are also deleted. Notebooks in other access scopes, such as the workspace or a teamspace, remain intact.
Leaving a workspace
You can leave a workspace that you belong to. Any user can leave regardless of their workspace role, including guests.
- In the global nav, go to the workspace icon > Browse all to open the workspace selection screen.
- In the Your workspaces list, open the menu at the right end of the workspace's row, and select Leave workspace.
- To confirm, enter the workspace name, and then select Leave workspace.
Leaving a workspace has the following constraints:
- The last Workspace Owner can't leave. Make another user a Workspace Owner first.
- When you leave, your Private folder and the Private connections where you are the only connection owner are deleted, the same as when a user is deleted. This can't be undone.
- To return to a workspace you left, you need to join it again, for example through an invitation.