Workspace roles explained and how to adjust them

The team subscriptions allow shared access to a workspace, where levels of access can be set with four user roles. The roles help simplify and streamline using Kahoot! at scale. Learn about inviting others to your shared workspace here.

Quick links

• Table of feature access per role
• Description of each role
• How to adjust your workspace's default role
• How to adjust someone's role
• How to transfer the ownership of a subscription

Table of feature access per role

Features	Owner*	Admin	Member**	Limited member
Workspace access				Limited***
Manage groups				Personal only
Manage folders			Personal only	Personal only
Unlock workspace kahoots			Limited
Brand games
Create kahoots				Limited****
Create course				Personal only
Create story				Personal only
Host workspace games
Edit workspace kahoots
Manage visibility of workspace reports
Access to usage report
Manage users
Change workspace name and logo
Manage player identifier
View invoices
Change payment details
Manage or cancel subscription
Edit licenses
Assign workspace roles		*****

Note*: The owner starts the subscription, thereby creating the shared workspace (not all subscriptions create a shared workspace). They can invite users to their shared workspace and assign different workspace roles after users accept the invite.

Note**: Once a user accepts a workspace invite, they are a member by default. If needed, the owner can assign a different workspace role to them.

Note***: Limited members can only see workspace content that’s shared with them via email/username of limited members in the organization or with the workspace group to which they're given access.

Note****: Although Limited members have access to the Team workspace, the only folder where they can create content is 'Your folders,' - a private folder within the team workspace. No one except the Limited member has access to this folder.

Note*****: The admin has the ability to assign workspace roles, but this is limited to assigning the roles of "Member" and "Limited Member" only.

Description of each role

Owner

The owner has the highest level of access. Only they can access and manage billing matters; add more licenses; assign admin privileges; view and download invoices; and upgrade, downgrade, or cancel a subscription.

Admin

An admin can access all features and functionality, except for permissions reserved for the owner. They can invite and remove members from the team (based on the number of licenses set by the owner), set user roles (member and limited member); create and edit workspace groups; change the team’s name and logo, and access any kahoot in the shared workspace.

Member

This is the default role during onboarding. Members can access every section of the platform, but they cannot extend invitations or purchase licenses. They can edit workspace groups; host, assign, and edit any kahoot in the shared workspace; and view advanced visual reports.

Limited member

A limited member does not have access to all the shared workspace's kahoots or shared space. They can be invited to workspace groups and have their own folder within the shared space. They can host, assign, and edit kahoots shared with them but can only see reports of their own kahoots. 

How to adjust your workspace's default role

Once someone's accepted an invite or been approved to join your shared workspace, they will be assigned to your workspace's default role. This can be changed by owners and admins to Member or Limited member. If anyone needs to be promoted to Admin, this will need to be done by an owner or admin after they're part of the workspace.

1. Open the settings menu and go to the Team settings page.
2. On the Team details tab, adjust the Default role in the Member roles section.

How to adjust someone's role

Once someone's accepted an invite or been approved to join your shared workspace, they will be assigned to your workspace's default role. If anyone's role needs to be changed after joining, owners and admins are able to do so.

1. Open the settings menu and go to the "Manage users" page.
2. Find the person's username in the user list and open the options menu to the right of their status.
3. Hover over the "Role" option and choose a new role for them.

How to transfer the ownership of a subscription

Transferring the ownership of a subscription is an involved process due to strict privacy policies.

You can find the help article about transferring subscriptions here.