Quick Reference
Role | Best for | Billing | Runs the org (members + settings) | Entity scope | Create entities | Does the work (extract / validate / KB) |
Owner | The account holder | ✔ | ✔ | All entities | ✔ | ✔ |
Admin | Practice lead / ops manager | ✖ | ✔ | All entities | ✔ | ✔ |
Billing | Finance / accounts person | ✔ | ✖ | Assigned only | ✖ | ✔ |
Contributor | Internal team member | ✖ | ✖ | All entities | ✔ | ✔ |
Collaborator | Client / limited user | ✖ | ✖ | Assigned only | ✖ | ✔ |
In one line each
Owner: Everything, including the bill. The account holder.
Admin: Everything operational, but no billing access.
Billing: Pays the bill and works on assigned entities, nothing org-wide.
Contributor: Works across all entities and can create new ones, but cannot invite members.
Collaborator: Works on assigned entities only. Cannot create entities and invite members.
📌 Note: Billing and Collaborator members are assigned to each entity as either a Manager (can work on files and entity settings) or a Viewer (view only). "Does the work" applies when they are assigned as a Manager. You choose this when assigning them to an entity.
Detailed Permissions
For most teams, the quick reference above is all you need. The tables below cover the fine print.
Legend:
✔ has access
✖ no access
View = view only
Modify = can add, edit, or delete
Full = Collect, Extract, Validate, and Refine
KB = Knowledge Base and Tofie AI
Organization Summary page
Role | Billing info | Needs Review | Recent Activities | Extraction Statistics |
Owner | ✔ | ✔ | ✔ | ✔ |
Admin | ✖ | ✔ | ✔ | ✔ |
Contributor | ✖ | ✔ | ✔ | ✔ |
Collaborator | ✖ | ✔ | ✔ | ✔ |
Billing | ✔ | ✔ | ✔ | ✔ |
📌 Note: Contributors and Collaborators do not see billing-related information on the Summary page, including credit usage, the subscription progress bar, and the Go to Billing button. This ensures clients or sub-team members added to your organization aren't exposed to subscription or credit details.
Organization Settings page
Role | General Tab | Members Tab | Entity Roles Tab | Billing Tab | Features Tab |
Owner | Can rename organization | Modify | View | Full access (view, subscribe, add card) | Full access |
Admin | View | Modify | View | ✖ | ✖ |
Contributor | View | View | View | ✖ | ✖ |
Collaborator | View | View | View | ✖ | ✖ |
Billing | View | View | View | Full access (view, subscribe, add card) | ✖ |
Entity level
Owner and Admin have full access to every entity: create, delete, entity info, members, connected apps, Knowledge Base, and all file actions.
Contributors can access all entities and create new ones, but cannot invite members.
Billing and Collaborator members only see entities they are assigned to. Their access inside each entity depends on whether they are assigned as a Manager or a Viewer:
Permission | Manager | Viewer |
Create entity | ✖ | ✖ |
Delete entity | ✖ | ✖ |
Entity info | Modify | ✖ |
Members | Modify (limited) | View |
Connected apps | Modify | View |
Knowledge Base | Modify | View |
File actions | Full | Limited |
📌 Note: When you invite a member with a Contributor, Collaborator, or Billing role, they are assigned Manager access by default for the entities you select in the invitation form. Most team members need Manager access to do their work, so this saves a setup step. You can still remove entities or switch any entity to Viewer access in the same form before sending the invite.