Spaces isolate knowledge: who can see and edit which articles depends on the space type and on a specific person's access. Here's how access works and how to manage it.
#Two independent roles: in the organization and in a space
Every employee has two roles, and they can differ:
- Organization role (Owner / Admin / Editor / User / Guest) — the company-wide level: team, integrations, settings, plan.
- Space role (Admin / Editor / Viewer) — the level of a specific space.
Example: in the organization you're a regular User (contributor), but in the "Marketing" space you can be its Admin.
Important: a space admin ≠ an organization admin. A space admin has significantly fewer rights: they manage only their own space (its members and articles) and have no access to the plan, team, integrations, or organization settings. Only an organization Owner or Admin can appoint space admins.
#Where to see your role
- Organization role — at the bottom of the main (left) menu, under your name. Hover over the ⓘ icon next to it — the tooltip reads "This is your role in the team." This same role is shown on the home page (the left menu is always present).
- Space role — in the space switcher (also in the left panel): the active space shows an icon with the letter of your role; the tooltip reads "This is your role in this space."
- Admins can see members' per-space roles in the Team section (the "Space access" window) and in Settings → Spaces.
#Space types
| Type | Who sees it by default |
|---|---|
| Private | Explicitly added members and the organization Owner (an organization Admin — only if they are a member) |
| Corporate | Every member of the organization except a Guest — without explicit adding |
| Private without members | Only you and the organization Owner — what used to be called "personal" |
#Roles in a space
| Role | What it grants |
|---|---|
| Admin | Everything an editor can do + managing this space's members (add / change role / remove) |
| Editor | Create, edit, and delete (to trash) articles in the space |
| Viewer | Read-only access to the space's articles |
| Access denied | An explicit revocation of access (see below) |
#How the organization role and space role combine
- Organization Owner — sees and manages all spaces, regardless of membership. Organization Admin — corporate spaces and the private ones where they are a member.
- Editor / User — access a space through membership plus automatically access all corporate spaces. The role there follows the organization role: an organization Editor is a space Editor (edits articles), a User is a Viewer (reads only).
- Guest — an exception: does not get corporate access by default, sees only what's been granted explicitly. In a space a Guest is only a Viewer: the Editor or Admin role is not granted to them, and one granted earlier works as Viewer.
#How to grant, change, or revoke access
Everything happens in the Team tab:
- For a member, click "Spaces" — the "Space access" window opens.
- Add to a space — choose a space and role (Admin / Editor / Viewer).
- Change role — the role toggle next to the relevant space.
- Remove — the cross: for a corporate space this sets "Access denied" (see below); for a private space it removes membership.
When inviting a new member, you can immediately choose spaces and a role in each. Without a selection, the newcomer gets access to corporate spaces only.
#"Access denied"
A corporate space is open to all employees by default. To close it to a specific person (they remain in the organization, but this space becomes unavailable to them), set them to "Access denied". To restore access, use the "Restore access" button.
#Safeguards
- You can't remove the last admin of a space.
- A space admin cannot appoint other space admins — only an organization Owner / Admin can.
- The members of a private space are changed only by its admin (the organization Owner — always); an organization Admin who is not a member of it cannot do this.
#Search and privacy
Search always runs within a single space (see Search interface). Spaces you don't have access to (private ones without membership, or ones set to "Access denied") do not participate in search, and their articles aren't visible to you.
#Limits
The number of spaces depends on your plan — current values are on the pricing page and in the "Plan and limits" section.