User permissions
Five levels, one word per person. Each level includes everything below it — a builder can do everything a contributor can, and so on up the ladder.
You’re a Viewer — reads everything they're given — and feeds the map without changing it. If a button seems missing somewhere, it usually belongs to a level above yours — that’s by design, not a bug. You can also read the Org review.
- Open every workflow, map and summary they've been granted
- Verify steps (“Looks right ✓” — their name goes on it)
- Answer fill-in questions, including ones routed to them
- Leave notes, attach documents, add suggestions
- The map's structure and words stay untouchable — a fill-in answer only fills a blank or replaces an AI estimate
- No “Verify all” or “⏰ Review due” (both confirm every step at once): each step is confirmed with it open in front of them
- Edit maps: steps, connections, times, everything
- Add new workflows (describe it, upload, or build by hand)
- Run the AI analysis, use Edit with AI
- Versions and proposed states — save, restore, adopt
- Build board: cards, triage, in-build, AI suggestions
- Org resources — the ingredient shelf and its states
- Sees every workflow in the organisation (board cards link anywhere)
- Org review: run it, plan themes, analyse everything
- Department setup: rename, reorder, delete with contents
- Hourly rates — see and set them
- Dollar figures on maps, Summaries, reviews, compare pages, exports and in the chat are for masters and admins only — everyone else sees the same numbers in hours
- Workflow chat, always on
- AI usage: how many of the organisation's AI credits are left this month, and what used them
- Rename the organisation
- Users page: create accounts, set levels, reset passwords, record a sign-in email for Microsoft, Google or Okta, deactivate
- Recycle bin: restore deleted departments and their contents
- Create organisations and switch between them
- Lock and unlock workflows. A lock stops edits to the process; a master renaming a system, team or department still renames it there, and the activity log names the locked workflows each rename changed
Where someone can see
Separate from the level: an admin can scope a viewer or contributor to particular departments or workflows. No scoping means they see the whole organisation. Any scoped place can also carry a cap — “view & verify only” — which lowers what they can do there, never raises it. Builders and above always see everything; scoping doesn’t apply to them.
Two switches, any level
- Workflow chat — the 💬 bubble that answers questions about a map. Granted per person by an admin; masters and admins always have it. Below builder, it can say which ingredients the organisation has and where each stands (in hand, coming and when, being chased), but not the notes kept on them. Its answers still follow the organisation’s Rules for the AI, but below builder it never quotes, lists or paraphrases them.
- Org review (read-only) — lets someone open the organisation review without master rights, for an exec audience. It doesn’t widen where they can see: someone scoped to particular departments or workflows gets the review built from those alone.
Levels are set per person on the Users page by an admin. Your level shows as the small badge beside your name, in the top bar or, on a phone or a narrow window, under Menu. Back to How to use this tool.