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 | ✖ | ✖ | Assigned only | ✔ | ✔ |
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: Must be invited to an entity to see its documents, but can create new entities. Cannot manage members or billing.
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 must be invited to an entity to see its documents, and can create new entities, but cannot manage members or billing.
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, Uploader, or Viewer:
Capability | Manager | Uploader | Viewer |
Upload documents | ✔ | ✔ | ✖ |
View documents and extracted data | ✔ | ✔ | ✔ |
Edit extracted data | ✔ | ✔ | ✖ |
Verify and unverify extractions | ✔ | ✖ | ✖ |
Export data | ✔ | ✔ | ✔ |
Delete extractions | ✔ | ✖ | ✖ |
Delete document pages | ✖ | ✖ | ✖ |
Manage integrations | ✔ | ✖ | ✖ |
Manage entity members | ✔ | ✖ | ✖ |
Edit entity knowledge and priority fields | ✔ | ✖ | ✖ |
Edit contact knowledge | ✔ | ✖ | ✖ |
Update entity settings | ✔ | ✖ | ✖ |
📌 Note:
Deleting document pages isn't available to any entity role — only Organization Owners and Admins can do this, since they have full access to every entity regardless of entity role. Plan limits can also further restrict uploading.
You can see this same breakdown without leaving the app — open Roles & Permissions to view Organization roles and Entity roles side by side.