Permissions

Collabase uses two independent permission worlds. Understanding both helps you give teams exactly the access they need across global tools and individual spaces.

Two permission worlds

┌────────────────────────────────────────────────────────┐
│  GLOBAL MODULES — apply instance-wide                  │
│  Registry · Automation · Intranet · Time Reports       │
│  Access is granted to Groups by module, not per space  │
├────────────────────────────────────────────────────────┤
│  SPACE MODULES — governed by a Permission Scheme       │
│  Projects · Docs · Test Management · Blog              │
│  One Scheme covers all modules inside a space          │
└────────────────────────────────────────────────────────┘

System Admins bypass both worlds — they have full access to everything, everywhere.

Instance roles

Every user account has an instance-level role. This is the broadest layer.

Role	What they can do
Admin	Full access to all admin settings, all spaces, all content, and all system configuration.
User	Standard access — can work in spaces they are invited to; cannot access admin settings.

Instance roles are set under Admin → Users.

Global modules

Global modules are not tied to any space. Access is controlled per module by assigning groups a role in Admin → Roles & App Access.

Registry

Role	Access
Admin	Create and delete schemas, access all schemas, global import/export
User	Access the Registry module — specific schema access is controlled per schema (see below)

Users without a Registry group assignment cannot see the Registry module at all. Per-schema permissions — each schema has its own access configuration:

Role	What they can do
Admin	Edit schema structure, manage all objects, import/export CSV, delete the schema
Editor	Edit field definitions, create/edit/delete objects, import CSV
Contributor	Create and read objects
Viewer	Read objects only

Configure per-schema access from the schema’s Settings → Permissions tab.

Intranet

Role	Access
Admin	Full access — configure widgets, categories, and settings; create and publish content
(all authenticated users)	Can read Intranet content (news, events, quick links) without a group assignment

Automation

All authenticated users can build and manage their own automation rules. There are no group-based module roles for Automation — access to individual rules is controlled per rule:

Permission	Who it grants
View	See the rule and read its execution log
Run	Trigger the rule manually
Edit	Change triggers, conditions, and actions
Enable / Disable	Pause or activate the rule
Delete	Remove the rule permanently

The rule’s creator always has all permissions. You can share specific permissions with individual users or groups in the rule’s Settings → Permissions tab. Run as — each rule has a “Run as” setting:

Setting	Effect
Triggering user	Actions appear in the activity log attributed to the user who triggered the run. Recommended for compliance.
System bot	Actions appear as an anonymous system user. Useful for background jobs where the triggering user should not be visible.

Time Reports

Role	Access
Admin	View all time entries across all users and spaces, manage billing rates, lock periods, approve time
Manager	View time entries from spaces where they are a member — entries outside their spaces are not visible
(users without a group assignment)	Can log and view only their own time entries

Space roles

Within each space, every member has one of four roles. The Space Admin role grants fixed space-management rights; the other three roles are configured through a Permission Scheme.

Role	Fixed capabilities
Space Admin	Manage space members, change space settings, assign a Permission Scheme, archive the space. Full access to all modules in the space.
Manager	Configurable via scheme — typically: manage projects, start/complete sprints, approve content
Member	Configurable via scheme — typically: create tasks, pages, test cases, log time
Viewer	Configurable via scheme — typically: read-only access to content

Space roles are assigned in Space Settings → Members.

Permission Schemes

A Permission Scheme is a named, reusable template that defines exactly what Managers, Members, and Viewers can do in a space. One scheme can be assigned to many spaces at once — when you update a scheme, all assigned spaces are updated together. Collabase ships with four built-in schemes. These cannot be deleted but can be cloned and customized.

Open Scheme (default)

A maximally open scheme — ideal for trusting teams where everyone should be able to contribute freely.

Capability	Manager	Member	Viewer
Create and edit tasks	Yes	Yes	No
Edit any task (including others’)	Yes	Yes	No
Delete tasks	Yes	Yes	No
Create and start sprints	Yes	Yes	No
Configure boards	Yes	Yes	No
Create and edit pages	Yes	Yes	No
Edit any page (including others’)	Yes	Yes	No
Archive pages	Yes	No	No
Create and run test cases	Yes	Yes	Yes
Create test runs	Yes	Yes	No
Log time	Yes	Yes	Yes
Upload attachments	Yes	Yes	Yes
Write comments	Yes	Yes	Yes

Default Software Scheme

A balanced scheme for engineering and product teams — Members can create and edit their own work; Managers control structural operations like sprints and project settings.

Capability	Manager	Member	Viewer
Create and edit tasks	Yes	Yes	No
Edit any task (including others’)	Yes	No	No
Delete tasks	Yes	No	No
Create and start sprints	Yes	No	No
Configure boards	Yes	No	No
Create and edit pages	Yes	Yes	No
Edit any page	Yes	No	No
Create test cases	Yes	Yes	No
Create test runs	Yes	No	No
Execute tests (pass/fail)	Yes	Yes	No
Log time	Yes	Yes	No
Write comments	Yes	Yes	Yes

Client / Read-only Scheme

For external stakeholders — clients, auditors, or partners who need visibility without edit access.

Capability	Manager	Member	Viewer
Read tasks and pages	Yes	Yes	Yes
Edit content	Yes	No	No
Write comments	Yes	Yes	No
View test results	Yes	Yes	No
Log time	No	No	No

Restricted / Confidential Scheme

For sensitive spaces — HR, Finance, Legal. No public access; detailed audit log always active.

Capability	Manager	Member	Viewer
Access without explicit invitation	No	No	No
Create tasks and pages	Yes	Yes	No
Edit any content	Yes	No	No
Export data	Yes	No	No
View audit log	Yes	No	No

Assigning a scheme to a space

Open Space Settings

Navigate to your space and open Settings → Permissions.

Select a scheme

Choose a scheme from the dropdown. A preview shows how many spaces are currently using this scheme.

Save

The scheme takes effect immediately. All members of the space now operate under the new rules.

Managing schemes

All schemes are managed under Admin → Permission Schemes. You can:

Clone any scheme to create an editable copy
Edit a cloned scheme’s rules per role and module
Preview which spaces will be affected before saving changes

The four built-in system schemes cannot be edited directly. Clone them first, then customize the copy.

Full permission reference

Projects — Tasks

Permission	Space Admin	Manager	Member	Viewer
View tasks	Yes	Yes	Yes	Yes
Create tasks	Yes	Yes	Yes	No
Edit any task	Yes	Yes	Yes	No
Delete tasks	Yes	Yes	No	No
Clone tasks	Yes	Yes	Yes	No
Assign tasks	Yes	Yes	Yes	No
Transition status	Yes	Yes	Yes	No
Link tasks	Yes	Yes	Yes	No
Move tasks	Yes	Yes	Yes	No

Moving a work item to another project also requires Create tasks and View tasks in the destination Space, because the move creates a work item there.

Projects — Sprints

Permission	Space Admin	Manager	Member	Viewer
Create sprints	Yes	Yes	No	No
Start a sprint	Yes	Yes	No	No
Complete a sprint	Yes	Yes	No	No
Edit sprint details	Yes	Yes	No	No
Delete sprints	Yes	No	No	No

Projects — Admin

Permission	Space Admin	Manager	Member	Viewer
Create projects	Yes	Yes	No	No
Edit project settings	Yes	Yes	No	No
Manage project members	Yes	Yes	No	No
Archive a project	Yes	No	No	No
Delete a project	Yes	No	No	No

Comments & Attachments

Permission	Space Admin	Manager	Member	Viewer
Write comments	Yes	Yes	Yes	Yes
Edit own comments	Yes	Yes	Yes	Yes
Edit any comment	Yes	Yes	No	No
Delete own comments	Yes	Yes	Yes	Yes
Delete any comment	Yes	Yes	No	No
Upload attachments	Yes	Yes	Yes	No
Delete own attachments	Yes	Yes	Yes	No
Delete any attachment	Yes	Yes	No	No

Docs — Pages

Permission	Space Admin	Manager	Member	Viewer
Read pages	Yes	Yes	Yes	Yes
Create pages	Yes	Yes	Yes	No
Edit any page	Yes	Yes	Yes	No
Delete pages	Yes	Yes	No	No
Move pages	Yes	Yes	Yes	No
Archive pages	Yes	Yes	No	No
Manage page permissions	Yes	No	No	No

Test Management

Permission	Space Admin	Manager	Member	Viewer
View test cases and results	Yes	Yes	Yes	Yes
Create test cases	Yes	Yes	Yes	No
Edit test cases	Yes	Yes	Yes	No
Delete test cases	Yes	Yes	No	No
Create test runs	Yes	Yes	No	No
Execute tests (pass/fail)	Yes	Yes	Yes	No

Time Tracking (in-space)

Permission	Space Admin	Manager	Member	Viewer
Log own time	Yes	Yes	Yes	No
Log time for others	Yes	Yes	No	No
Edit own time entries	Yes	Yes	Yes	No
Edit any time entry	Yes	Yes	No	No
Delete own time entries	Yes	Yes	Yes	No
Delete any time entry	Yes	Yes	No	No
View all time entries	Yes	Yes	No	No

Page-level permissions

For pages in the Docs module, you can restrict or grant access beyond the space role — per individual page.

Permission	What it allows
View	The user or group can read the page
Edit	The user or group can edit the page

Set page permissions from the Share button on any page. Page permissions are independent — they are not inherited from the parent page or from the space role.

Groups

Groups let you assign space roles and module access to entire teams at once.

Create a group

Go to Admin → Groups and create a new group. Add the users who belong to it.

Grant space access

In Space Settings → Members, add the group and assign a space role. Every member of the group inherits that role immediately.

Grant module access

In Admin → Roles & App Access, assign the group a role for Registry, Intranet, or Time Reports.

When you add or remove someone from a group, their access across all assigned spaces and modules updates immediately.

Common scenarios

Scenario	Recommended setup
External contractor — read-only to one space	Space role: Viewer, scheme: Default Software
Developer creating tasks and pages	Space role: Member, scheme: Open or Default Software
Team lead managing sprints and project settings	Space role: Manager
Space administrator	Space role: Space Admin
Global IT admin	Instance role: Admin
Registry data steward	Registry group: Editor or Admin
Time tracking approver	Time Reports group: Manager

Users & Groups — create users, manage groups, set instance roles, configure module access
Space Settings — assign Permission Schemes, manage space members
Spaces — visibility settings (Private, Internal, Public)
Permission Schemes — create and manage custom schemes

Get Started

Core Concepts

Collabase Apps

Administration

Two permission worlds

Instance roles

Global modules

Registry

Intranet

Automation

Time Reports

Space roles

Permission Schemes

Open Scheme (default)

Default Software Scheme

Client / Read-only Scheme

Restricted / Confidential Scheme

Assigning a scheme to a space

Managing schemes

Full permission reference

Projects — Tasks

Projects — Sprints

Projects — Admin

Comments & Attachments

Docs — Pages

Test Management

Time Tracking (in-space)

Page-level permissions

Groups

Common scenarios

​Two permission worlds

​Instance roles

​Global modules

​Registry

​Intranet

​Automation

​Time Reports

​Space roles

​Permission Schemes

​Open Scheme (default)

​Default Software Scheme

​Client / Read-only Scheme

​Restricted / Confidential Scheme

​Assigning a scheme to a space

​Managing schemes

​Full permission reference

​Projects — Tasks

​Projects — Sprints

​Projects — Admin

​Comments & Attachments

​Docs — Pages

​Test Management

​Time Tracking (in-space)

​Page-level permissions

​Groups

​Common scenarios

​Related pages

Two permission worlds

Instance roles

Global modules

Registry

Intranet

Automation

Time Reports

Space roles

Permission Schemes

Open Scheme (default)

Default Software Scheme

Client / Read-only Scheme

Restricted / Confidential Scheme

Assigning a scheme to a space

Managing schemes

Full permission reference

Projects — Tasks

Projects — Sprints

Projects — Admin

Comments & Attachments

Docs — Pages

Test Management

Time Tracking (in-space)

Page-level permissions

Groups

Common scenarios

Related pages