User Roles & Permissions
Learn how access, visibility, and actions differ across roles in a DocuNero workspace. Managing your team effectively requires the right level of access for each member.
Five Workspace Roles
DocuNero offers five workspace roles—Owner, Admin, Member, Uploader, and Viewer—each designed to match a specific level of responsibility and control.
Overview of All Roles
Each role controls permissions for:
- Uploading invoices, receipts, and financial documents
- Editing, categorizing, and approving documents
- Exporting data
- Viewing reports and analytics
- Managing team members and workspace settings
- Accessing and modifying billing details
Below you'll find a detailed breakdown of each role.
Workspace Roles
1Owner
Highest level of access — automatically assigned to the person who created the workspace.
Capabilities
- Full control over the organization
- Manage billing, subscription plan, and payment information
- Change workspace settings (name, logo, approval rules, default categories, etc.)
- Invite, remove, and manage all team members
- Approve or reject documents
- Upload, edit, categorize, and export documents
- Access all analytics and reports
Restrictions
None — the Owner has unrestricted control.
Best for
- Business owner
- Finance/operations lead
- Workspace creator
2Admin
Trusted team member with elevated permissions but without billing access.
Capabilities
- Manage team members (invite, remove, update roles — except Owner)
- Approve or reject documents
- Upload, edit, categorize, and export documents
- View all workspace analytics and reports
- Configure document-related settings (approval workflows, category rules, etc.)
Restrictions
- Cannot manage or view billing/subscription
- Cannot remove or modify the Owner
Best for
- Team leads
- Finance managers
- Senior accountants
3Member
Standard contributor role for daily document handling.
Capabilities
- Upload invoices/receipts
- Edit and categorize documents
- Export approved documents
- View workspace-wide documents and reports, depending on your org settings
Restrictions
- Cannot approve or reject documents (unless approval workflow is disabled)
- Cannot access billing
- Cannot invite or remove team members
- Cannot change workspace settings
Best for
- Accountants
- Finance assistants
- Team members who process documents
4Uploader
Focused role for users who need upload-only access.
Capabilities
- Upload invoices and receipts
Restrictions
- Cannot edit, approve, categorize, or export
- Cannot view analytics or reports
- Cannot manage team or settings
- May only see their own uploads (depending on your visibility rules)
Best for
- Field staff submitting receipts
- Contractors/service providers
- Employees who only need to contribute documents
5Viewer
Read-only role for users who need visibility but no editing rights.
Capabilities
- View approved invoices and receipts
- View reports and analytics (if enabled)
Restrictions
- Cannot upload
- Cannot edit or categorize
- Cannot approve or reject
- Cannot export
- Cannot manage team or billing
Best for
- Auditors
- Advisors
- Management who only need access to reports
Choosing the Right Role
Use this quick guide to decide which role to assign:
| Role | Upload | Edit | Approve | Export | Reports | Manage Team | Billing |
|---|---|---|---|---|---|---|---|
| Owner | |||||||
| Admin | |||||||
| Member | |||||||
| Uploader | |||||||
| Viewer |
How to Change a User's Role
- Go to Team & Workspace in Settings
- Open the list of team members
- Select the dropdown options
- Choose a new role
- Changes apply instantly
Permission Note
Only Owners and Admins can change roles.
Need More Control?
We support advanced capabilities such as:
- Restricting Members to see only their own documents
- Auto-approvals for Admins and Owners
- Custom enterprise roles (coming soon)
Get Help
If you need help customizing your workspace permissions, contact support anytime.
Frequently Asked Questions
Can I have multiple Owners?
No. Each workspace has a single Owner, but you can promote trusted team members to Admin.
Can an Uploader see documents uploaded by others?
Only if the workspace visibility setting allows it. Otherwise, they see only their own uploads.
If I downgrade/upgrade my plan, do roles change?
No — your members keep their roles, but user limits may apply based on your subscription.
Can a Viewer export or download documents?
Yes. Viewers can download exported documents if they have view access, but they cannot edit or approve them.