> ## Documentation Index
> Fetch the complete documentation index at: https://mintlify.com/AppFlowy-IO/AppFlowy/llms.txt
> Use this file to discover all available pages before exploring further.

# Permissions & Access Control

> Understand and manage access permissions in AppFlowy

AppFlowy's permission system gives you fine-grained control over who can access and edit your content. From workspace-level roles to page-specific permissions, you control exactly what each collaborator can do.

## Permission Levels

AppFlowy uses a hierarchical permission system with two main layers: workspace roles and page permissions.

### Workspace Roles

Workspace roles determine base-level access within your workspace:

<CardGroup cols={3}>
  <Card title="Owner" icon="crown">
    Full administrative control over the workspace:

    * Manage all workspace settings
    * Add/remove members
    * Upgrade subscription plans
    * Delete the workspace
    * Access all pages and spaces
  </Card>

  <Card title="Member" icon="user">
    Regular team member access:

    * Create and edit their own pages
    * Access shared pages based on permissions
    * Create spaces and organize content
    * Invite other members
    * Cannot manage billing or delete workspace
  </Card>

  <Card title="Guest" icon="user-shield">
    Limited access to specific pages:

    * Access only explicitly shared pages
    * Cannot see workspace structure
    * Cannot invite others
    * Cannot create new pages in workspace
    * See [Guest Editors](/collaboration/guest-editors) for details
  </Card>
</CardGroup>

<Note>
  Workspace roles can be viewed and managed in **Settings** → **Members**.
</Note>

### Page Permissions

Page-level permissions control what collaborators can do on specific pages:

<CardGroup cols={2}>
  <Card title="Can View" icon="eye">
    **Read-only access** to the page:

    * Read all content and comments
    * View page history
    * Export the page
    * See mentions and references
    * **Cannot** make any edits
    * **Cannot** share with others
  </Card>

  <Card title="Can Edit" icon="pencil">
    **Full editing access** to the page:

    * Make any content changes
    * Add, edit, and delete blocks
    * Create mentions and assignments
    * Modify database entries
    * Change page properties
    * Share the page with others (inheriting owner's permission level)
  </Card>
</CardGroup>

<Info>
  Page permissions override workspace roles. A workspace Member with "Can View" on a specific page cannot edit it, even though they're a full member.
</Info>

## Space Permissions

Spaces in AppFlowy have their own permission settings:

### Public Spaces

**Public to All** spaces are visible to everyone in the workspace:

* All workspace members can see the space
* Members can view pages unless explicitly restricted
* Useful for team-wide resources and documentation
* Default setting for new spaces

### Private Spaces

**Private** spaces restrict visibility:

* Only the space creator can see it by default
* Must explicitly share pages from private spaces
* Ideal for personal work or confidential projects
* Pages can still be shared individually

<Steps>
  <Step title="Set Space Permission">
    Click the space settings icon (⋮) next to any space name.
  </Step>

  <Step title="Choose Visibility">
    Select either **Public to All** or **Private**.
  </Step>

  <Step title="Confirm Changes">
    The space visibility updates immediately for all members.
  </Step>
</Steps>

<Warning>
  Changing a space from Public to Private doesn't affect existing page shares. People with direct page access retain their permissions.
</Warning>

## Permission Inheritance

Understanding how permissions cascade:

### Workspace → Space → Page

1. **Workspace Role**: Base level of access
2. **Space Permission**: Controls visibility of the space itself
3. **Page Permission**: Specific access level for individual pages

### Permission Priority

More restrictive permissions always win:

* Guest role + Can Edit permission = Can Edit (on that page only)
* Member role + Can View permission = Can View (on that page only)
* Owner role + Can View permission = Can View (owner can change it)

<Info>
  Page-level permissions are the most specific and always take precedence over workspace and space permissions.
</Info>

## Managing Permissions

### Changing Workspace Roles

Only workspace owners can change member roles:

<Steps>
  <Step title="Open Settings">
    Navigate to **Settings** → **Members**.
  </Step>

  <Step title="Find the Member">
    Locate the member whose role you want to change.
  </Step>

  <Step title="Update Role">
    Click the role dropdown and select the new role (Owner, Member, or Guest).
  </Step>

  <Step title="Confirm Change">
    The change takes effect immediately. The member may need to refresh to see updated permissions.
  </Step>
</Steps>

### Changing Page Permissions

Page owners and editors with sharing rights can update permissions:

1. Open the **Share** menu on the page
2. Find the collaborator in the list
3. Click the permission dropdown next to their name
4. Select **Can View** or **Can Edit**
5. Changes apply immediately

### Bulk Permission Management

Added in version 0.9.8, you can bulk add collaborators:

<Steps>
  <Step title="Open Share Menu">
    Click **Share** on the page you want to share.
  </Step>

  <Step title="Add Multiple Emails">
    Enter multiple email addresses separated by commas.
  </Step>

  <Step title="Set Permission Level">
    Choose **Can View** or **Can Edit** for all added collaborators.
  </Step>

  <Step title="Send Invitations">
    Click **Invite** to grant access to everyone at once.
  </Step>
</Steps>

## Permission Use Cases

<CardGroup cols={2}>
  <Card title="Executive Dashboard" icon="chart-line">
    **Can View** for executives who need visibility but shouldn't edit. **Can Edit** for the team maintaining the dashboard.
  </Card>

  <Card title="Team Project" icon="users">
    **Can Edit** for all team members. **Can View** for stakeholders and managers who need updates.
  </Card>

  <Card title="Client Collaboration" icon="handshake">
    Invite clients as **Guest Editors** with **Can Edit** on specific project pages only.
  </Card>

  <Card title="Documentation" icon="book">
    **Public Space** with **Can Edit** for documentation team. **Can View** for entire company.
  </Card>
</CardGroup>

## Advanced Permission Scenarios

### Sharing with External Collaborators

For external partners or clients:

1. Invite them as [Guest Editors](/collaboration/guest-editors)
2. Share only specific pages they need access to
3. Set appropriate permissions (usually Can Edit for active collaboration)
4. They won't see your workspace structure or other pages

### Restricting Sensitive Content

For confidential information:

1. Create a **Private Space** for sensitive content
2. Only share pages from this space with trusted individuals
3. Use **Can View** permissions for most people
4. Grant **Can Edit** only to those who need to update content
5. Regularly audit who has access

### Temporary Access

For time-limited collaboration:

1. Share the page with **Can Edit** or **Can View** as needed
2. When the project ends, remove the collaborator from the page
3. Use **Settings** → **Members** to manage pending invitations
4. Check the **Shared with me** section to see what you've shared

<Note>
  AppFlowy doesn't currently support time-based permission expiration, so you'll need to manually remove access when it's no longer needed.
</Note>

## Permission Auditing

### View Who Has Access

To audit page access:

1. Open the **Share** menu on any page
2. Review the list of collaborators
3. Check their permission levels
4. Remove or downgrade access as needed

### Check Your Own Access

To see what's shared with you:

1. Look at the **Shared with me** section in your sidebar
2. Your permission level is indicated for each page
3. You can see who shared each page with you

### Workspace Member Audit

Workspace owners can audit all members:

1. Go to **Settings** → **Members**
2. View all workspace members and their roles
3. See pending invitations
4. Review guest editors and their page access

<Info>
  Regularly auditing permissions helps maintain security and ensures only the right people have access to your content.
</Info>

## Best Practices

<Steps>
  <Step title="Principle of Least Privilege">
    Always grant the minimum permission level needed. Start with **Can View** and upgrade only when necessary.
  </Step>

  <Step title="Use Guests for External Collaborators">
    Don't add external partners as full Members. Use Guest roles to limit their access to specific pages.
  </Step>

  <Step title="Regular Permission Reviews">
    Schedule quarterly reviews of who has access to sensitive pages and remove unnecessary permissions.
  </Step>

  <Step title="Document Your Permission Strategy">
    Create a page documenting your team's permission guidelines so everyone knows the standards.
  </Step>
</Steps>

## Troubleshooting

### User Can't Access Page

* Verify they have a workspace account (Member or Guest)
* Check they've been explicitly granted access to the page
* Ensure the page is in a space they can see (if Private space)
* Confirm they've accepted their invitation

### User Can't Edit Despite Having Permission

* Verify their permission level is **Can Edit**, not **Can View**
* Check if the page is locked (lock status overrides edit permissions)
* Ensure they're logged in to the correct workspace
* Have them refresh the page to sync latest permissions

### Can't Change Someone's Permissions

* Only page owners can change permissions
* Workspace role restrictions may apply (Guests can't share)
* You may not have sharing rights yourself

## Next Steps

<CardGroup cols={3}>
  <Card title="Sharing Pages" icon="share-nodes" href="/collaboration/sharing">
    Learn how to share pages and manage access
  </Card>

  <Card title="Guest Editors" icon="user-shield" href="/collaboration/guest-editors">
    Invite external collaborators with limited access
  </Card>

  <Card title="Real-Time Editing" icon="users" href="/collaboration/real-time-editing">
    Collaborate simultaneously on shared pages
  </Card>
</CardGroup>