Organizing Groups, Roles, and Permissions

Once you, the workspace admin, invite new users and organize them in Groups based on their access needs, you'll set their permissions for each Collection. This involves assigning a specific role that determines the Group's level of access within that Collection. Whether they can simply view information, contribute edits, or even fully manage the verification and distribution of content, it's all up to you!

What are the different Group roles applied to Collections in Guru?

The "Role" applied to the Group in the Collection ultimately determines which features users within the Group have access to.

Group Role TitleGroup Role Purpose
Read Only ūüďĖ"Read only" Group members are knowledge seekers and content consumers. They continually interact with Guru by asking questions and searching for information to do their job, but they are not creating content in Guru.
Author ‚úŹÔłŹ"Authors" are subject matter experts and sources of knowledge. Authors can do everything read-only users can do, plus create, edit, and verify content the team uses. They also play a role in training Guru's AI-powered suggested answers by reviewing Q&A and editing content and/or sources referenced by Guru.
Collection Owner ‚öôÔłŹ"Collection owners" manage their assigned Collections. Collection owners can do everything authors can do, plus they can manage Collection and folder settings. They play a greater role in improving content and engagement over time.

What can "Read Only" Group members do?

See the Quick start guide for read only users for more information.

What can "Author" Group members do?

Authors can do everything a read only user can do in their assigned Collections, plus they:

  • Create content:
  • Manage access:
  • Communicate¬†information:
    • View the last 90 days of relevant user questions and¬†Guru's suggested answers¬†to train Guru's AI over time, routing¬†unanswered questions to an expert¬†(All-in-one and Enterprise plans).
    • Send Guru Cards as announcements¬†to communicate updated or time-sensitive information, plus¬†track viewership data.
    • Set conditions when Guru should automatically suggest specific Cards to specific Groups of users visiting webpages that meet those conditions (called¬†"knowledge triggers") via the browser extension.
    • Pin Cards to specific web pages to display to specific Groups of users via the browser extension.
    • Answer teammate's direct questions in the¬†Q&A inbox.
  • Manage the content lifecycle:
  • Report on performance:
    • Track & monitor user activity and team engagement by viewing¬†analytics of¬†the Collections you have permission to.
    • Export¬†Card usage and analytics¬†for deeper analysis.

See the Quick start guide for Collection owners and authors for more information.

What can "Collection Owner" Group members do?

Collection owners can do everything an author and read only user can do in their assigned Collections, plus they:

See the Quick start guide for Collection owners and authors for more information.

What can "Admin" do?

Admin unique responsibilities include:

Admins who are members of "author" or "Collection owner" Groups in Collections can additionally:

See the Quick start guide for admins for more information.


How do I become a workspace admin?

Admin access is granted to individual users by other admins. This means individual users can have both admin privileges and Collection roles based on their Group memberships. As an admin, you gain exclusive control over critical settings and features like user management, billing, security, and advanced integrations. This powerful responsibility ensures the smooth operation and security of your Guru workspace.