Roles & Access

In Cynoia, roles define what each team member can see and do inside a workspace, projects, and apps.

Roles help teams collaborate securely while keeping the right level of control.

Available Roles

Cynoia provides several default roles. Each role comes with predefined permissions.

Note: Moderators have full access to everything.

Moderator

Moderators have full control over the workspace and all its features.

They can:

• Manage workspace settings

• Invite and remove members

• Assign and change roles

• Create, edit, and delete projects

• Manage tasks, automations, budgets, and settings

• Access all apps (Projects, Chat, Notes, Calendar, etc.)

This role is ideal for:

• Workspace owners

• Team leads

• Administrators

Editor

Editors can actively work on projects and collaborate with the team, but cannot manage workspace-level settings.

Editors can:

• Create and manage projects

• Create, edit, and delete tasks

• Update task status, priority, labels, points, and dates

• Comment on tasks and collaborate with the team

• Use views like Kanban, List, Calendar, Gantt, and Sprint

• Create chat rooms and participate in discussions

• Create and manage notes and folders

Editors cannot:

• Manage workspace roles or permissions

• Delete the workspace

• Manage subscriptions

Viewer

Viewers have limited access, mainly focused on visibility and basic interaction.

Viewers can:

• View projects and tasks

• Update tasks assigned to them

• Comment on tasks they are involved in

• Browse chat channels and read messages

• View notes they have access to

Viewers cannot:

• Create tasks (unless explicitly allowed)

• Manage members or settings

• Access restricted content

This role is ideal for:

• Stakeholders

• Clients

• Limited access collaborators

How Permissions Work

Cynoia uses a smart permission system:

• Roles define default access

• Project or content-level permissions can add restrictions

• Private content requires explicit access

• The most permissive rule applies when multiple permissions exist

This ensures flexibility without sacrificing control.

Changing Roles

Workspace Moderators can:

• Change a member’s role at any time

• Remove members from the workspace

• Assign access based on responsibility

Changes take effect immediately.

Creating Custom roles

In addition to default roles, Cynoia allows Workspace Owners and Moderators to create custom roles with tailored permissions.

This gives teams full flexibility to control access across different apps.

Who Can Create Custom Roles?

Only the following roles can create and manage custom roles:

• Workspace Owner

• Moderator

What Are Custom Roles?

Custom roles let you define exactly what a member can do, app by app.

Instead of using a single predefined role, you can:

• Create a new role

• Choose permissions per app

Assign that role to specific members

Role Comparison Table

This table shows what each default role can do by default across Cynoia apps.

💡 Owners and Moderators can also create custom roles with tailored permissions.

Global vs Resource-Level Permissions

Cynoia uses two layers of permissions to give teams maximum flexibility.

Global Role (Default Access)

Your global role applies when:

• You join public projects

• You join public chat rooms

• You access public note collections

• You enter shared resources without a direct invitation

In these cases, you automatically inherit your global role permissions.

Example:

• If your global role is Editor, you can edit content in public projects you join.

• If your global role is Viewer, you’ll have read-only access.

Resource-Level Permissions (Overrides)

When a project, channel, or note is created, its creator or a moderator can:

• Invite you directly

• Assign you a specific role for that resource

This role overrides your global role for that specific resource only.

Example:

• You can be a global Moderator

• But be assigned as a Viewer on a specific project or chat

• Or an Editor on one project and Viewer on another

This ensures precise access control without changing your overall role.

Why This Matters

This system allows teams to:

• Limit access to sensitive projects

• Give temporary or partial permissions

• Avoid over-permissioning users

Choosing the Right Role

Not sure which role to assign? Here’s a simple guide.

🟣 Owner

Best for:

• Company founders

• Workspace administrators

Use when someone needs:

• Full control over the workspace

• Billing, roles, and organization settings

⚠️ Very limited to only 1 user ( you can transfer ownership )

🔵 Moderator

Best for:

• Team leads

• Product managers

• Admin-level collaborators

Use when someone needs:

• Full access to apps

• Ability to manage content and settings

• Control over roles and permissions

🟢 Editor

Best for:

• Core team members

• Contributors

• Designers, developers, writers

Use when someone needs:

• Create and edit content

• Work inside projects, chat, notes, and calls

• No access to user management or organization settings

⚪ Viewer

Best for:

• Clients

• Stakeholders

• Read-only users

Use when someone needs:

• View access only

• No ability to modify content

🧩 Custom Roles

Best for:

• External collaborators

• QA teams

• Support agents

• Special use cases

Use custom roles when:

• Default roles are too broad

• You need different permissions per app

• You want tighter access control

What’s Next?

Now that you understand roles and permissions, you’re ready to start understanding your workspace.

👉 Next: Understanding Your Workspace