Table of Contents
User Roles and Permissions
Roles & Permissions
Get a clear understanding of how roles and permissions work in Great Question, why they matter, and how to manage them as an Admin or Creator.
What are Roles & Permissions?
Roles determine the baseline actions a member can take in Great Question. Permissions add additional layers of control for data, features, and workflows. Together, they ensure secure collaboration, protect participant data, and streamline team onboarding.
Why this matters
- Protect sensitive data such as PII and incentive information.
- Secure collaboration by controlling who can create, edit, or manage studies.
- Support flexible team access for researchers, product teams, and stakeholders.
- Simplify onboarding with optional domain-based Observer access.
The Three User Roles
Admin (Paid seat)
Admins have full control over the workspace, including billing, data visibility, customization, and governance settings.
Admins can:
- Manage payment details and invoices
- Control funding and incentives wallet access
- Create or delete custom attributes (based on attribute permissions)
- View all PII (if allowed)
Creator (Paid seat)
Creators can run studies and contribute to repository content, but have limited administrative authority.
Creators cannot:
- View or manage billing
- Create/delete attributes when restricted
- View restricted PII (if PII access is Admin-only)
- Delete candidates from panel
- View incentives wallet
Observer (Free seat)
Observers can view research, join sessions, and browse the repository—but cannot run or manage studies.
How to Update Roles
You can update a member's role at any time from the Members page.
- Go to Members
Navigate to Settings → Members. - Edit the User
Click the pencil icon next to the member you want to update. - Select a New Role
Choose Admin, Creator, or Observer from the dropdown. - Save Your Changes
Click Save to apply the update.
All set — the user’s permissions update instantly.
Permission Areas
Workspace Access
Control who can join your workspace.
- Approve email domains for automatic Observer access
- Enable/disable automatic entry
- Contact support if your domain is not yet verified
Where to adjust: Settings → Permissions → Workspace Access
Visibility of Data
Determine what information teammates can see.
Setting | What it controls | Options |
Candidate PII | Who can view personally identifiable info | Admin only / Admin & Creator / All roles |
Calendar event visibility | How event and participant details appear | Follow calendar / Always public / Always private |
Default Sharing Settings
Configure the default visibility of new repository artifacts.
Applies to: Interviews, Highlights, Reels, Insights
- Public – Anyone with the link can view
- Restricted – No public access
Admins and Creators can override sharing at the artifact level.
Custom Attributes
Control who can create and edit custom attribute definitions.
- Admins only
- Admins & Creators
Authentication Methods
Choose how members sign into Great Question.
Method | Description |
Email + Password | Entering email and password to access Great Question |
Google SSO | Logging in using Google credentials |
SAML / Okta | Enterprise only authentication method |
SAML Configuration | Enterprise only authentication method |
Role Configuration
Enable approval requirements for key workflow actions, such as:
- Requiring Admin approval before funding studies
- Requiring Admin approval before activating studies
Tag Management
Control who can add or edit workspace tags.
- Admins only
- Admins & Creators
Feature Access
Define who can create, manage, or export key data.
Category | What you control | Examples |
Candidates | Manage/export candidate data | Add, import, and export candidates and update candidate and workspace affiliation |
Study Types | Who can create studies | Unmoderated, online tasks, surveys, and panels |
Study Settings | Who manages logistics | Livestreams, incentives, external recruitment, export study responses, and workspace affiliation |
Repository | Visibility & exports | Repository, repository access and export recordings |
Troubleshooting
Issue | What’s happening | How to fix |
Can't access Permissions settings | You may not be an Admin | Confirm your role with another Admin |
Role changes not saving | Browser cache or sync issue | Refresh, clear cache, or re-login |
Users still see restricted data | Cached session or misconfigured visibility | Have users refresh; review Data Visibility settings |
Unable to enable Workspace Access | Domain not verified | Contact [email protected] for further assistance |
SSO login issues | Identity provider mismatch | Check Authentication settings |
Have Questions?
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