What a person can do in LiKE is decided by two roles, not one:

Organization role
Standing within the team as a whole: people, spaces, integrations, settings, billing.
Space role
What can be done with the content of a specific space: read, edit, work on questions, manage its members.

The same person can be a User in the organization, an Admin in the “Marketing” space and a Viewer in “Development”. The “User” role in the organization does not mean “cannot edit” — for a space's content, the role in that space decides everything.

There is also a third condition — the plan: an action works only if both the role and the organization's plan allow it. A permission does not turn on a feature that the plan does not include.

#Organization role

Owner Admin Editor User Guest
Role In short (default permissions)
Owner One per organization. Can do everything, in all spaces — they are an admin in each of them. Only the owner pays for and changes the plan, deletes the organization, transfers ownership, sets security limits, and connects and removes SSO.
Admin Runs the organization: invites and removes people, changes their roles, creates and configures spaces, connects integrations, widgets and API keys, views the audit log. Works in corporate spaces and in the private ones where they are a member. Does not pay, does not delete the organization, does not connect SSO (can change the settings of an already connected SSO).
Editor Writes and edits articles where they have the Editor or Admin space role: in corporate spaces they get it automatically (Editor), to private ones they have to be added. Saves their own article templates and marks a search answer as outdated.
User Searches and reads. In corporate spaces they are a Viewer by default; they get into private ones only by invitation. Can edit where they have been given the Editor or Admin space role.
Guest For external and temporary participants. Searches and reads only in the spaces they have been invited to: corporate spaces are not open to them by default. Keeps their own bookmarks and receives notifications. Nothing more — see the “What is fixed” section for details. The admin panel is not available to them.

#Space role

Assigned separately in each space.

Admin Editor Viewer Access blocked
Space role In short (default permissions)
Admin Everything an Editor can do, plus space members (add, remove, change role), permanent deletion from the trash, and re-processing an article for search.
Editor Articles and folders, import, uploading files to articles, restoring from the trash, exporting a folder, public links, approval, AI chat, work on questions and gaps in this space.
Viewer Reads and searches, exports an article, comments, invites colleagues to an article.
Access blocked An explicit revocation of access to a corporate space for a specific person (see “Special cases”).

Where the space role comes from:

  • The organization Owner is an Admin in any of its spaces; this cannot be taken away.
  • The person has been added to the space — the granted role applies; “Access blocked” closes the space entirely.
  • Not added, and the space is corporate — the role follows from the organization role: Admin → Admin, Editor → Editor, User → Viewer, Guest → no access.
  • Not added, and the space is private — no access, for an organization Admin too.
  • A Guest is never higher than Viewer in a space, whatever role they are given.

#How roles combine

Each permission belongs to one of two axes — on the “Manage permissions” screen these are the “In the organization” and “In a space” tabs:

  1. Organization permissions (team, creating spaces, integrations, templates, security, billing) are decided by the organization role.
  2. Space permissions (articles, folders, trash, export, comments, AI chat, questions) are decided by the role in the space where the article or folder is. For an article outside folders, the role follows from the organization role — the same way as in a corporate space.
  3. On top of both axes: the owner can do everything, a guest can only read and search.
  4. No access to the space — you will see a no-access message (we don't even reveal that someone else's content exists).
Examples:
  • An organization User with the Editor role in a space fully edits that space's articles.
  • An organization Editor with the Viewer role or “Access blocked” in a space cannot edit there: the organization role does not override the space role.
  • An organization Admin edits in any corporate space, even without being added to it; in a private one — only as its member.

#Default permissions

The tables below show every permission as it applies by default — with the same names as on the “Manage permissions” screen. The defaults are set by the platform, and the LiKE team can change them — at once for all organizations that have not customized that permission themselves; locked cells do not change. Your organization's current values are shown on the “Manage permissions” screen.

  • yes / no — whether the role has the permission by default;
  • italics — fixed: on the screen such a cell has a lock and cannot be changed;
  • not customizable — the permission is shown on the screen, but for now only the default value applies;
  • From plan — the plan from which the action itself works; “all” — on all plans.

#In the organization

Permission Owner Admin Editor User Guest From plan
Team
Invite to the team — Send invitations to new members yes yes no no no
Manage members — Suspend and remove members, reset their passwords yes yes no no no
Change member roles — Assign a team role — no higher than your own yes yes no no no
Transfer ownership — Make another member the organization owner · Owner only — this cannot be changed yes no no no no
Customize role permissions — Open this tab and change role permissions yes no no no no
Spaces
Create spaces — Add new spaces yes yes no no no
Edit spaces — Space name, access and settings yes yes no no no
Delete spaces — Delete a space with its content yes yes no no no
Analytics and questions
All analytics — See search history across the organization · not customizable yes no no no no
Export analytics — Download analytics reports yes yes no no no Team
Search
Answer cache — Clear all saved search answers yes yes no no no
Mark an answer as outdated — Mark a saved answer as outdated so it is rebuilt on the next question yes yes yes no no
Tune search — Synonyms, canonical answers and article parts yes yes no no no
Templates
Create templates — Save your own article templates yes yes yes no no
Delete templates — Remove article templates yes yes no no no
Integrations
Integrations — Connect sources, bots and sync yes yes no no no
Widgets — Set up the search widget for a website yes yes no no no Pro
API keys — Create and revoke API access keys yes yes no no no Pro
Settings
Branding — Logo, colors and external wiki · not customizable yes yes no no no
Organization settings — Profile, access mode, limits and custom domain yes no no no no
Legal documents — Accept new document versions for the organization · not customizable yes yes no no no
Security
Configure SSO — Change SSO sign-in settings yes yes no no no Business
Connect SSO — Turn SSO sign-in on and remove it · Owner only — this cannot be changed yes no no no no Business
Security — Security alerts and IP rules · not customizable yes yes no no no
Security limits — Request thresholds per address · Owner only — this cannot be changed yes no no no no
Audit log — See who changed what in the organization yes yes no no no Team
Billing and organization
Billing and plan — Change the plan, seats and payment method · Owner only — this cannot be changed yes no no no no
Delete the organization — Delete the organization and all its data · Owner only — this cannot be changed yes no no no no

#In a space

The organization owner can do everything in every space. A guest — only “Read and search”, whatever space role they have been given.

Permission Admin Editor Viewer From plan
Spaces
Manage the space team — Add and remove space members, change their role in it yes no no
Content
Read and search — Open articles and search the space · not customizable yes yes yes
Create and edit articles — Write, edit and move articles, AI in the editor · not customizable yes yes no
Delete articles — Move articles to the trash · not customizable yes yes no
Publish articles — Make an article visible to readers · not customizable yes yes no
Refresh article search — Re-process an article or folder for search · not customizable yes no no
Manage folders — Create, rename and move folders yes yes no
Import — Upload files and bring in articles from other systems · not customizable yes yes no
Audio notes — Record voice and get a transcript · not customizable yes yes no Starter
Upload files to articles — Add images and attachments to articles yes yes no
Trash
Restore from trash — Bring back deleted articles and folders yes yes no
Delete permanently — Empty the trash with no way back yes no no
Export and links
Export an article — Download an article as a file · not customizable yes yes yes
Export a folder — Download a whole folder as an archive yes yes no Team
Public links — Share an article by link with people who are not signed in yes yes no all
Collaboration
Comment — Leave comments on articles yes yes yes Team
Delete others' comments — Remove comments by other members yes yes no
Approve articles — Approve articles or send them back for changes yes yes no Team
Invite colleagues to work on an article together — Ask colleagues to view or edit an article · not customizable yes yes yes
AI
AI chat — Ask AI about the space content yes yes no
Analytics and questions
Space analytics — See what people search for and ask in the space · not customizable yes yes no
Work on questions — Answer unanswered questions and sort topics · not customizable yes yes no
Knowledge gaps — Run coverage analysis and work on gaps · not customizable yes yes no
Review duplicates — Merge or separate similar articles · not customizable yes yes no

#What is fixed and why

Some cells cannot be changed either by the organization's settings or by the platform defaults:

  • The owner can do everything. No permission can be turned off for the owner: they are responsible for the organization and its data.
  • Owner only: “Transfer ownership”, “Billing and plan”, “Delete the organization”, “Connect SSO”, “Security limits”. These are decisions about the money, the data and the sign-in of the whole organization — they cannot be handed over to another role.
  • A guest only reads. A guest searches and reads, keeps bookmarks and receives notifications. They cannot invite colleagues to an article, export articles, create public links, comment or edit — even if they have been given a role higher than Viewer in a space: it acts as Viewer.

Permissions marked not customizable are shown on the screen so that it is clear who can do what, but they cannot be switched yet.

#How to customize permissions

Settings → Manage permissions. The tab is visible to those who have the “Customize role permissions” permission: by default the owner, who can grant this permission to an admin.

The panel menu follows permissions: a menu item and a Settings tab are shown if a person has at least one of their permissions. A permission granted here shows the item (for example, “Audit log” for an Editor), a removed one hides it; there is no separate “hide item” switch. An item not included in the plan is shown to the organization Owner and Admin with a lock and “Requires … plan”; others don't see it. More — Navigation.

  1. Choose the “In the organization” or “In a space” tab.
  2. Toggle the cells you need. A changed cell is marked (“changed, not saved”), and an “Unsaved” counter appears on the screen with the “Discard” and “Save” buttons.
  3. Click “Save”. The changes take effect for all members with that role from their next action, without signing in again.

If you try to leave the screen with unsaved changes, LiKE will ask “Leave without saving?”.

Reset to default works for one permission (the button in its row), for one role's permissions (the button by its column) or for everything at once (“Reset all to defaults”). The buttons appear when there is something to reset.

Restrictions:

  • You cannot change the permissions of your own role or of higher roles, or grant a permission you do not have yourself. An organization Admin edits Editor and User, and in a space — Editor and Viewer. The Owner edits any cells except the fixed ones.
  • A “Requires … plan” badge on a permission means that the feature itself is not available on your plan: the setting will be saved, but the action will work only on that plan.

Every change and every reset to default is recorded in the Audit Log: who changed the permissions and when, what they were before and what they became.

#Plans

  • Customizing permissions works on a plan where this feature is enabled: it is intended for the Business and Enterprise plans, and the LiKE team enables it for a plan. On a plan without it the screen opens in view-only mode: default permissions apply, and “Reset to default” removes earlier settings.
  • Switching to a plan without permission customization. The screen warns you in advance that your settings will stop applying — the plan change window says the same. The settings themselves are kept (on the screen — “changed, paused by plan”) and apply again on a plan that includes customization.
  • Permissions that depend on the plan are marked in the “From plan” column. The role and the plan are checked separately: a granted permission does not unlock a feature that the plan does not include. More about plans — Plans and billing.

#Frequently asked questions

A person is a User in the organization and an Editor in a space. What can they do? In that space — everything the “In a space” table allows an Editor: articles and folders, import, trash (except permanent deletion), export, links, approval, AI chat, questions and gaps in that space, and its Analytics. Their organization permissions remain those of a User: for example, they do not save their own article templates and do not manage the team or integrations.

Why can't an organization Admin see a private space? Any space of the organization is open only to its owner. Everyone else, including the organization Admin, gets into a private space only through membership: until you are added, the space does not appear in your list or in search. Ask the organization owner or a space admin to add you.

What can a guest do? Search and read in the spaces they have been invited to, keep bookmarks and receive notifications. Corporate spaces are closed to them by default, and their space role is no higher than Viewer.

I changed the permissions, but nothing has changed for my colleague. Check that you clicked “Save” — the changes take effect from your colleague's next action, there is no need to sign in again. If the cell has the “Requires … plan” badge, the feature is not available on your plan.

Who assigns a space Admin? Only the organization Owner or Admin. A space Admin cannot change the role of another Admin of the same space — this protects against mutual lockout.

#Special cases

  • Public access. Anonymous visitors see only public articles. No role is required for this — see details in the Public knowledge base article.
  • Search — within a single space. At any moment, search works in the context of the selected space; switch via the space switcher in the sidebar. This is a deliberate decision for the sake of answer quality and privacy — see details in the Spaces article.
  • Closed access. A corporate space is open by default to all organization members except guests, according to their organization role. To close it to a specific person, click “Close access” in the “Members” window — this overrides the role-based rule. Access can be restored with the “Restore access” button in the “Access closed” section.

#Related articles

  • Team Management — inviting people and changing organization roles
  • Space access — space members and their roles
  • Spaces — creating and managing spaces
  • Audit Log — who changed roles, access and permissions, and when