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

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 workspace groups to which they're given access.

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; 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. Please consider which of the following options is most relevant to you:

1. You have an individual subscription, and you are interested in transferring the ownership of that subscription to a co-worker. They should only get access to the subscription itself, the content on the account will remain private (on the account).
2. You have an individual subscription, and you are interested in transferring the ownership of that subscription to a co-worker. They should get access to both the subscription, and the content on the account.
3. You are the owner of a multi-license subscription, but someone else will be taking over your ownership responsibilities. The person who will take over is already a member of the workspace.
4. You are the owner of a multi-license subscription, but someone else will be taking over your ownership responsibilities. The person who will take over is not a member of the workspace.
5. The previous owner of the subscription has left the organization, and you are interested in taking ownership of the subscription to continue utilizing Kahoot!

There are restrictions and considerations that have to be made when it comes to subscription transfers. One of the key reasons for this is privacy, and we take privacy very seriously at Kahoot!. Please read more about how we can proceed depending on which number above relates to you:

1. If you reach out to us from the email tied to the subscription (the account email), and let us know more information about the transfer (please provide a little information on why you want to transfer the subscription), we'll be happy to help you out! Here's what we'll need to proceed:
   Approval from the person taking over the subscription, and confirmation that they want to take over the ownership and billing responsibilities. When we get back to you, feel free to cc' the person who will take over, and they can confirm right away. They will take over the billing responsibilities, and gain access to the subscription on their own account. We'll remove your billing details to make sure you don't get charged for any renewals or upgrades.
   Please note! We can only transfer the subscription if the other person has their own Kahoot! account.
   
   
2. If you reach out to us from the email tied to the subscription (the account email), and let us know more information about the transfer (please provide a little information on why you want to transfer the subscription), we'll be happy to help you out! If the person taking over the subscription needs access to the account content, there are two ways to proceed:
   - Share and duplicate the games you need with the other account. The subscription transfer doesn't transfer the private content in the account, you will need to share this with the other account manually. The easiest way to make this work is to create a group with both accounts where the kahoots can be shared. After you have made sure the content has been shared, we can proceed with the subscription transfer (please see point 1 above for the process).
   - Change the account details. Make sure the person who will take over has approved, then update the account email to theirs. This will effectively make your account theirs. The new account owner can then reset the password, and start using the account as their own. Please make sure to let us know if you have done this so that we can remove any billing information from the account. The billing details (email, name, and address) will still be tied to you, so it's best to reach out to us so we can update the relevant information to make sure any reminders or billing issues can be sorted with the new account owner. Please note that you can only do this if the person who will take over doesn't already have a Kahoot! account, as each account is tied to an email. If their email is already in use, you won't be able to change your account email to theirs.
   
   
3. If you reach out to us from the email tied to the subscription (the account email), and let us know more information about the transfer (please provide a little information on why you want to transfer the subscription), we'll be happy to help you out! Here's what we'll need to proceed:
   Approval from the person taking over the subscription, and confirmation that they want to take ownership of the workspace and billing responsibilities. When we get back to you, feel free to cc' the person who will take ownership, and they can confirm right away. They will have access to invite or revoke members just like the original owner once we have finished the process. We'll remove your billing details to make sure you don't get charged for any renewals or upgrades. Please note that any content the owner has in their personal workspace will remain in their account, not in the shared workspace.
   
   
4. If you reach out to us from the email tied to the subscription (the account email), and let us know more information about the transfer (please provide a little information on why you want to transfer the subscription), we'll be happy to help you out! Here's what we'll need to proceed:
   Approval from the person taking over the subscription, and confirmation that they want to take ownership of the workspace and billing responsibilities. When we get back to you, feel free to cc' the person who will take ownership, and they can confirm right away. They will have access to invite or revoke members just like the original owner once we have finished the process. We'll remove your billing details to make sure you don't get charged for any renewals or upgrades. Please note that any content the owner has in their personal workspace will remain in their account, not in the shared workspace.
   Please note! We can only transfer the subscription if the other person has their own Kahoot! account.
   
   
5. This process is difficult due to privacy concerns. Please reach out to us with as much information as possible if this is what you need help with, and we'll see what we can do!