Understanding Notebook Roles and Permissions

  • Updated

In order to access notebook data, you must be invited to the notebook and assigned a member role. 

All notebooks start with a single Notebook Owner, which is automatically assigned to the individual that creates the notebook. The Owner has full control over the notebook, including the ability to manage access and notebook settings.

If you choose to share notebook data with others, you’ll need to invite them to the notebook and assign a role from the other four options listed below. Each role provides a different level of access and permissions, defining what actions a user can perform—such as viewing, editing, or managing shared content. 

  • Notebook Owner (1 per notebook)
    Full control: can edit, clone, delete the notebook, and manage access and notebook settings.
  • Account Administrator (Unlimited)
    Access to all notebooks created by the Notebook Owner within the account, with the ability to manage access and change notebook settings.
  • Notebook Administrator (Unlimited)
    Administrative access to assigned notebooks, including managing users and settings.
  • User (Unlimited)
    Access to assigned notebooks with view or edit rights.
  • Guest (Unlimited)
    Temporary edit access for up to 60 days. Access becomes view-only after that period.

The following tables outline the specific permissions associated with each role.

Notebook Access & Collaboration

Permissions Notebook Owner Account Admin Notebook Admin User Guest
Access to Owner's Notebooks    All Notebooks As assigned  As assigned  As assigned
Create Notebooks for the Owner   ✅ ✅ ❌ ❌
Access to Account Manager ✅ ✅ ❌ ❌ ❌
Access to Notebook Setting ✅ ✅ ✅ ❌ ❌
Manage Access ✅ ✅ ✅ ❌ ❌
View / Edit Access ✅ ✅ ✅ Full Edit or View Only  60-day Edit access or View Only access 
Can Join a Group ✅ ✅ ✅ ✅ ❌
Add Comments ✅ ✅ ✅ ✅ With approval
Delete Comments ✅ ✅ ✅ Only their own comment Only their own comment
Grant Commenting Privileges ✅ ✅ ✅ ❌ ❌
* Control comment visibility in email notifications ✅ ❌ ❌ ❌ ❌

 

Advanced Controls & Settings

Actions / Permissions  Notebook Owner Account Admin Notebook Admin User Guest
Set entry position (Top or Bottom) ✅ ❌ ❌ ❌ ❌
Rearrange page entries  ✅ ❌ ❌ ❌ ❌
Allow Markdown in Plain Text entries ✅ ✅ ✅ ❌ ❌
Clone Notebooks ✅ ❌ ❌ ❌ ❌
* Delete Notebooks ✅ ❌ ❌ ❌ ❌
* Transfer Ownership ✅ ❌ ❌ ❌ ❌
* Can Publish Data ✅ ✅ ✅ ❌ ❌
* Restrict Copying  Contents to Another Account ✅ ❌ ❌ ❌ ❌
Allow Signing/Witnessing in Notebook? ✅ ❌ ❌ ❌ ❌
Manage signing and witnessing permissions ✅ ✅ ✅ ❌ ❌
Can Sign Pages ✅ With approval With approval With approval With approval
Can Witness Pages ✅ With approval With approval With approval ❌

 

* Note: Some features may not be approved by your organization or may be disabled by the Notebook Owner.