User Roles and Permissions

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.

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The roles

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What admins can configure

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 Security. 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), and repository features. Each toggle can be set to all roles, Admins and Creators, Admins only, or no one at all. Incentive Automation has its own control on the Incentives settings page, separate from the Feature Access grid. One four-state setting governs automatic session completion across the workspace:

• Never: No study can complete sessions automatically. This is the only state that also stops studies already running.
• Only admins can turn it on: New studies start with it off, and only Admins can turn it on. Studies already running are unaffected.
• Off for new studies: New studies start with it off. Creators can turn it on.
• On for new studies: New studies start with it on. Creators can turn it off.

Every state except Never applies to new studies only; no state rewrites the setting on an existing study, and each study can still override its own default from its Automation tab. The two restrictive states, Never and Only admins can turn it on, require a plan with advanced permissions. See How to Send Incentives for what automatic completion does.

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Updating a member’s role

Only Admins can change roles. To update someone’s role:

1. Go to Settings > Members.
2. Click the pencil icon next to the member you want to update.
3. 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.

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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.

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Study notifications

Notifications about study activity are opt-in email alerts that each person configures for themselves in the study’s Notifications settings. They aren’t broadcast to every collaborator on the study. The study owner can subscribe to alerts for: screener or survey submissions, new invitations sent, participants scheduling a call, a reminder 30 minutes before an upcoming interview, incentive funding, incentive redemptions, the study being closed, and recordings or transcripts becoming ready. Other members of the study team (moderators, collaborators, and observers) can subscribe to a smaller set: participants scheduling a call, the 30-minute upcoming-interview reminder, and recordings or transcripts becoming ready. Great Question doesn’t send a notification when a study is launched. To announce launches or share research activity with a wider group, post study events to a channel with the Slack integration.

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Troubleshooting

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Still need help? Contact us at support@greatquestion.co — median response time is 19 minutes during support hours.