Great Question uses role-based access control to manage what people can see and do in your workspace. Every member has one of four roles, and Admins can fine-tune access further through workspace settings.
The roles
Admins control access across the workspace from Settings > Governance, across a few different areas:
Workspace Access controls automatic entry for people from your company’s email domain, when enabled, anyone with a matching email address joins as an Observer without an invite. You can enable this setting under Permissions.
Data Visibility is actually three separate controls, not one setting:
- Who can see candidates, studies, and repository artifacts at all — every workspace member, or only Admins and members of the affiliated team.
- Which roles can see candidates’ PII (personally identifiable information).
- How calendar events tied to research appear to teammates in your connected calendar (Google, Outlook, and so on) — follow your calendar provider’s normal defaults, always show full details, or always keep them private.
Default Sharing sets the default visibility — Restricted or Public — separately
for each artifact type: Interviews, Highlights, Reels, and Insights. This is just the
default for newly created artifacts; Admins and Creators can still override it on any
individual artifact. See Artifacts for how per-artifact
sharing works.
Custom Attributes controls who can create new attribute definitions, Admins only, or Admins and Creators. This single setting covers both candidate and study attributes; there’s no separate, stricter threshold for attributes flagged as PII or Health Information.
Approvals has its own tab under Governance. Turn on Funding approval or Activation approval — or both — to require Admin review before a study can be funded or activated. Admins are always exempt, so studies they create are funded or activated without review. On Enterprise plans, you can go further and configure exemptions: auto-approve funding below a set dollar amount, or exempt specific Creators from funding or activation approval entirely. A separate Approval request routing setting on the same tab decides who any approval request goes to — the account owner, an Admin the requester nominates, or all Admins — and it applies to role-change requests too (see Requesting a role change below).
Tag Management controls who can create and manage tags — Admins only by default,
or Admins and Creators. See Tags for how tagging works day to day.
Feature Access lets Admins restrict specific actions to a narrower set of roles than usual, grouped by area, candidate operations (like importing or exporting candidates), study types you’re allowed to create, study settings (like livestreaming or incentive automation), and repository features. Each toggle can be set to all roles, Admins and Creators, Admins only, or no one at all.
Updating a member’s role
Only Admins can change roles. To update someone’s role:
- Go to Settings > Members.
- Click the pencil icon next to the member you want to update.
- Select the new role and save.
A role change can be blocked if your account is out of seats for the target role, if the member owns active studies, or if they’re the account’s only Admin. There’s no one-click ownership transfer today, to hand off sole-Admin ownership, promote someone else to Admin first, then change your own role.
Requesting a role change
Members don’t have to wait for an Admin to notice they need more access. Trying to do something above your current role — like creating a study as an Observer — surfaces a Request upgrade option that opens a request for Creator or Admin access, with a default message you can edit before sending.
The request goes to whoever your account’s Approval request routing setting designates (see Approvals above): the account owner, a specific Admin, or all Admins. Whoever receives it sees it under Approval requests and can approve or decline it from there.
Study-level roles are separate from workspace roles. On an individual study, people can be added as an observer, moderator, or collaborator to control who runs sessions and who can view results. An account-level Observer can be added at the study level too, but can’t be made a study owner or moderator.
Troubleshooting
Still need help? Contact us at support@greatquestion.co — median response time is 19 minutes during support hours. 
