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

Roles: Admins can assign roles to their team from the Users and Collections page.

Roles represent what a user has permission to do in Guru. ⚡️

We’ve created four key roles to fit the varying needs of your team: Read Only, Author, Collection Owner, and Admin.

How do we assign roles in our team?

  • Admins are the only role that can assign roles in your team on a Group and Collection-level basis from the Team Settings page.

  • If you are a Collection Owner, Author, or Read Only user, you'll need to reach out to your team's Admin to change your role at the Collection level.

What are the different roles in Guru?

Role Title:Role Purpose:
Read Only 📖Read Only users are the reps/agents on your team. They use Guru to do their job, but they don't create content.
Author ✏️Authors are subject matter experts and/or managers. Authors are the people on your team who create and manage content for the team to use.
Collection Owner 🤓Like Authors, Collection Owners have the ability to create, edit, and verify content. They can also restrict certain users from seeing specific content within a Collection.
Admin 🌟Admins are your team leads who manage your content, all users and their permissions, the structure of your Guru team, and all billing information.

What can the different roles do?

Read Only 📖

Read Only users get the basics:

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

  • Comment on Cards

  • Ask Questions

Author ✏️

An Author can do everything a Read Only user can do, plus they can:

  • 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, and Usage through Analytics

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

  • Public Cards: Enable and disable a Card from being shared publicly

  • NOTE: If an Admin demotes a user with Author permissions to Read Only permissions, all Cards that this person verifies will then become 'none'. These Cards will become untrusted over time unless the Admin reassigns Verifier responsibility of these Cards using the Card Manager.

Collection Owner 🤓

Collection Owners can do everything an Author can do, with the additional functions:


In the General Collection or a Guru framework you download, you will automatically be the individual Collection Owner until you select another Group. In any other Collection that you create from scratch, you can select any Group to be the Collection Owner.

Admin 🌟

  • Create and Permission a Collection

  • Import Collection Frameworks into their team's instance

  • Manage and invite users to a team or specific Collection

  • Create Groups & Assign Roles

  • Handle payment and billing information

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

  • NOTE: Admins cannot view Collections or on their Knowledge Page unless they have Author, Collection Owner, or Read Only to a Collection. However, they can assign themselves any role from the Team Settings page.

    • Users holding both the Admin and Author role can permanently delete archived content via the Card Manager.

  • NOTE: Admins cannot create Cards in a Collection unless they have Author access in that Collection.

See Roles in action in the Guru Academy Course

To take a deeper dive and learn more about Roles, visit our Guru Academy lesson.

Guru Academy Course for Admins I Learn how to get started with Guru through interactive, self-paced lessons in the Guru Academy

Still need help? We're here for you! 🤓

If you have any questions about Guru, please contact Guru Support by clicking "Chat with Us!" under 'Team Settings' in Guru or by sending an email to 🧠