Updated Oct. 6, 2025
Org Admins can now delete any Group or Hub directly from the app.
Group Admins can now delete any Hub within their Group.
Organization Level
Org Admin
Full control over organization settings and structure
Creates and manages Groups and Hubs
Manages all user permissions across the organization
Required for initial implementation including adding Members to Groups/Hubs
Can access all organization-wide settings and reports
Can delete all Groups and Hubs
Member
Basic organization membership
No organization-wide administrative access
Can be added to specific Groups and Hubs with varying permission levels, including Admin level
Default role for most team members
Group Level
Note: Permissions are specific to each Group. A user can be an Editor in one Group while having no access to another.
Admin
Creates and manages Product Knowledge Hubs within the group
Manages user roles and permissions for the group and its hubs
Can invite new members to the group
Full editing capabilities within all group hubs
All capabilities of Editor and Viewer
Can delete any Hub with their Group
Editor
Uploads documents and adds knowledge to hubs
Generates content using templates and AI tools
Uses the chat interface to query hub knowledge
Can edit and manage documents within assigned hubs
Viewer
Views documents and knowledge within hubs
Uses the chat interface to query hub knowledge
Cannot upload, edit, or delete content
Read-only access to all hub materials
Hub Level
Note: Hub permissions inherit from Group level by default but can be customized per hub if needed.
Hub Admin
Full control over the specific hub
Manages hub members and their roles
Can override inherited Group permissions
All editing and content management capabilities
Hub Editor
Uploads, deletes, renames, and edits all documents
Can modify documents uploaded by other team members
Updates metadata, tags, and document properties
Interacts with AI-generated outputs and templates
Hub Viewer
Views all content within the hub
Queries knowledge using the chat interface
Cannot modify, upload, or delete any content
Ideal for stakeholders who need read-only access
Permission Matrix
Action | Org Admin | Group Admin | Group Editor | Group Viewer | Hub Admin | Hub Editor | Hub Viewer |
Create Groups | ✓ | ✗ | ✗ | ✗ | ✗ | ✗ | ✗ |
Create Hubs | ✓ | ✓ | ✗ | ✗ | ✗ | ✗ | ✗ |
Invite Users to Org | ✓ | ✗ | ✗ | ✗ | ✗ | ✗ | ✗ |
Manage Group Members | ✓ | ✓ | ✗ | ✗ | ✗ | ✗ | ✗ |
Manage Hub Members | ✓ | ✓ | ✗ | ✗ | ✓ | ✗ | ✗ |
Upload Documents | ✓ | ✓ | ✓ | ✗ | ✓ | ✓ | ✗ |
Edit Documents | ✓ | ✓ | ✓ | ✗ | ✓ | ✓ | ✗ |
Delete Documents | ✓ | ✓ | ✓ | ✗ | ✓ | ✓ | ✗ |
View Documents | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
Use Chat/Query | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
Generate Content | ✓ | ✓ | ✓ | ✗ | ✓ | ✓ | ✗ |
Best Practices for Team Structure
1. Start with Groups
Create Groups that align with your product teams, departments, or major initiatives
Assign Group Admins who understand the team's knowledge needs
Use Groups to maintain consistent permissions across related hubs
2. Permission Strategy
Principle of Least Privilege: Start users with Viewer access and upgrade as needed
Group Inheritance: Set permissions at the Group level when possible for easier management
Regular Reviews: Audit permissions quarterly to ensure appropriate access levels
3. Onboarding New Team Members
Add new members at the Organization level first
Assign them to relevant Groups based on their role
Refine individual Hub permissions as needed
Removing Users
From a Hub
Navigate to the specific Hub settings
Select "Members" or "Permissions"
Find the user and click "Remove" or change their role
From a Group
Access Group settings
Select "Members"
Remove the user (this removes them from all hubs in that group)
From the Organization
Go to Organization settings
Select "User Management"
Find the user and select "Remove from Organization"
Confirm the removal (this removes all their access)
Note: Removing a user from the organization level removes all their access across all Groups and Hubs.
Troubleshooting Common Issues
User Can't Access a Hub
Verify they have been added to the parent Group
Check if custom Hub permissions override Group permissions
Ensure the user has accepted their invitation
Invitation Emails Not Received
Check spam/junk folders
Verify the email address is correct
Contact support if issues persist (for enterprises with strict email delivery restrictions, we will work with IT to white label @narratize.com domain)
Permission Changes Not Taking Effect
Allow a few minutes for changes to propagate
Ask the user to log out and back in
Clear browser cache if needed
Need More Help? Contact your Narratize administrator or reach out to our support team at [email protected] for assistance with user management and permissions.