In this article, we’ll cover the following topics:

• How to invite Users to your Workspace and assign different roles.
• Which permissions each role has (Summary & Matrix).
• Overview of settings access for each role.

Note: The User roles feature is only available on the Pro tier and above. See our plans and pricing here.

How to Invite Users (Simple Add)

As the Workspace Admin, you can add your teammates to collaborate within Zenphi.

Steps to Add a User:

1. Open your Settings (the gear icon) at the bottom left of the navigation bar.
2. Select the Workspace Users tab from the left-hand menu.
3. Click the Invite User button at the top right.
4. Enter the user’s email address and click Next.
5. Select one of the three Roles (Viewer, Designer, or Admin) from the list.
6. Click Next and then Send Invitation.

The user will receive an email invitation (from noreply@zenphi.io) to join the workspace.

Important Note: Custom Access & Attributes

While the method above is the standard way to add users, Zenphi also offers granular control at the Space level.

You can restrict users to specific Spaces (projects), meaning they will only see the Dashboards or assets relevant to them. You can also assign User Attributes (variables) to customize what data they see in those dashboards.

For detailed instructions on customized user access, Space-level permissions, and User Attributes, please check out our Managing Users in Zenphi article.

Summary of Each Role

There are three distinct roles you can assign to a Zenphi user. Each serves a specific purpose in your automation lifecycle.

1. Viewer

   The “Consumer” role. Viewers cannot see how flows are built. They interact only with the end results, such as Dashboards and assigned Tasks.

   • Best for: End users, Employees submitting forms, Executives viewing reports.

2. Designer

   The “Builder” role. Designers have full access to the creative studio. They can build flows, tables, and AI models, but they cannot access billing or user management.

   • Best for: Automation Engineers, Developers, IT Specialists.

3. Administrator

   The “Manager” role. Administrators manage the account side (Billing, Users, Quotas).

   • Note: By default, Admins do not see automation assets (Flows, Tables) to keep their view clean. However, they have full control to assign themselves (or others) the “Designer” role if they need access.
   • Best for: Department Heads, Compliance Officers, Finance Managers.

Settings Access

While “Settings” is a broad menu, access is restricted based on the user’s role:

General Information (Accessible to All)

Every user (Viewer, Designer, and Admin) can view the General tab in settings. This includes:

• Workspace Name, ID, and Region location.
• Owner information (so they know who to contact).
• High-level active user counts.

Restricted Management (Admin Only)

Only users with the Administrator role can access the critical management tabs:

• Users: Adding or removing team members.
• Billing: Managing Subscriptions, Payment Methods, and Invoices.
• Quotas: Viewing detailed Flow Run usage reports.
• Global Flow Settings: Configuring default Error Handling addresses.
• Danger Zone: Leaving or Deleting the Workspace.

Permissions Reference Matrix

The following table details exactly which sections of the workspace are accessible to each role.

Feature / Section	Administrator	Designer	Viewer
Workspace Information	✅	✅	✅
Tasks	✅	✅	✅
Dashboards	❌	✅	✅
Recycle Bin	✅	✅	❌
Tables	❌	✅	❌
Flows	❌	✅	❌
AI Models	❌	✅	❌
Connections	❌	✅	❌
Recent Runs	❌	✅	❌
Vault	❌	✅	❌
Email Templates	❌	✅	❌
Users Management	✅	❌	❌
Audit Logs (User Actions)	✅	❌	❌
Subscription & Payments	✅	❌	❌
Invoices	✅	❌	❌
Quotas & Usage	✅	❌	❌
Flows Error Handling	✅	❌	❌
Task Assignment Settings	✅	❌	❌