Defining Roles: Admin, Collection Owner, Author, Read Only

Admins can administer roles in the Users and Collections page.

Roles represent a user's permissions in Guru. They are granted by an Admin at the Collection and Group level, so these permissions can easily scale with your team. Understanding that there are varying needs from each member of your team, we’ve created four key roles: Read Only, Author, Collection Owner and Admin.

Role Definitions

Read Only
Read only users are the reps/agents on your team.They continually access and interact with Guru to do their job, but they are not creating content. Read only users contribute to the Guru knowledge base and interact with subject matter experts through Guru Q&A and comments. Read only users can:

  • Access all relevant content

  • Search and view all Cards, Boards, and Collections where they have access

  • Comment on Cards

  • Ask Questions

Authors are subject matter experts and/or managers. Authors are the people on your team who create and manage content for the team to utilize. For example, your product manager would be an Author because they are crafting and updating roadmap content and product FAQ’s in Guru. An Author can do everything a Read Only user can, plus:

  • Manage all applicable content in Guru

  • Create Cards, Knowledge Triggers, & Boards

  • Create and manage Tags through Tag Manager

  • Verify Content

  • Answer Internal Questions via Q&A

  • Track & monitor Content, Team and User Activity & Usage through Analytics

  • Notify users to read specific Cards via Knowledge Alerts and track viewership data

Collection Owner
Like Authors, Collection Owners have the ability to create, edit, and manage content. They also have the ability to restrict certain users from seeing specific content within a Collection. They can share a particular Board or set of Boards with Groups they set. (Note: Collections made before August 29, 2019 are not required to have a Collection Owner. You can add a Collection Owner retroactively from the Team Settings page).

  • Create Cards and Boards

  • Create Template Cards

  • Create and manage Tags through Card Manager

  • Verify Content

  • Answer Internal Questions via Q&A

  • Track & monitor Content, Team and User Activity & Usage through Analytics

  • Notify users to read specific Cards via Knowledge Alerts & track viewership data

  • Share a Board with additional Groups via Board Permissions

  • Remove Groups' access to Boards via Board Permission

  • Sync content into a Collection

  • Enable and using Collection level features - Importing, Publishing, Content Performance, Exporting

  • Grant team members API credentials

Admins are your team leads who manage the segmentation of your content, all users and their permissions, the structure of the team, and the billing information. For example, your IT manager who handles the procedures and security for users would serve as an Admin, so that they could control team members and access. Alternatively, if the person rolling out Guru is your Sales or Support leader, then they would be an account Admin and an Author. This would allow them to manage the users and create content. An Admin can exclusively perform the following operational functions for your account:

  • Create Collections on departmental basis

  • Import Collection Frameworks into their team's instance

  • Manage and invite users to a Team or specific Collection

  • Create Groups & Assign Role(s)

  • Handle payment and billing information

  • Enable Team settings such as SSO/SCIM, AI Suggest Text, and Domain Discovery


  • Collections that Admins do not have Author, Collection Owner, or Read Only access to will not be visible on their Knowledge page. However, they can assign themselves any role from the Team Settings page.

  • Because Admins can assign roles, most often grant themself Author or Collection Owner access as well across various collections. Admin/Authors are users who manage the team overall, including content creation, organization, as well as user permissioning. They have all of the functions of Authors and Admins, and exclusively users holding both the Admin and Author role can permanently delete archived content via the Card Manager.

Here's an example of how an organization may set up their Team Roles:image-4.png

How to Change your Role:

If you are an Author, Read Only or Collection Owner user and would like a change in your Role, the team Admin(s) can add or remove you from the appropriate Groups on a per Collection-basis.

Author, Collection and Read Only user permissions are awarded at the Group and Collection level, with Admins assigned individually (reflecting the nature of the role).

This allows you to reflect the structure of your organization in Guru. You can set up a Group (i.e. Sales Managers), add it to the appropriate Collection (i.e. Product FAQs) and assign it Read Only user privileges. As more of your company stakeholders start using Guru you just need to add them to the Group and Collection(s) in which they belong, or create a new Group appropriate for the new experts or reps (i.e. Product Associates with Author role and Product Experts with a Collection Owner role). If a Group only needs access to one or several Boards within a Collection, you can use Board Permissions to manage this as a Collection Owner. Read more about granting access to Collections here.


Please note: If you demote a user with Author permissions to Read Only permissions, all Cards that this person verifies will then become 'none'. They will become untrusted overtime unless you reassign Verifier responsibility of these Cards using the Card Manager.