Guru roles: Admin, Collection Owner, Author, Read Only

Guru has four key roles for users to fit the varying needs of your team: Read Only, Author, Collection Owner, and Admin.

Who can assign user roles on your team?

Admins are the only role that can assign roles to users on your team.
If you are a Collection Owner, Author, or Read Only user, you'll need to reach out to an Admin on your team to change your role.

What are the different roles in Guru?

Role Title:	Role Purpose:
Read Only	Read Only users 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, edit, and verify content for the team to use.
Collection Owner	Collection Owners play a role in managing their team's content. They have the permissions of Authors, but can also restrict users from seeing specific content within a Collection via Board Group Permissions & Board Permissions.
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 Read Only users do?

Search and view all Cards, Boards, and Collections where they have access.
Comment on Cards.
Ask Questions.

What can Authors do?

Authors can do everything a Read Only user can do, plus they can:

Create Cards and edit existing Cards.
Create Boards, Board Groups, and Sections.
Create Knowledge Triggers.
Create and manage tags through Tag Manager.
Verify Cards.
Answer Internal Questions via Q&A.
Track & monitor Team and User activity, and usage through Analytics.
Notify users to read specific Cards via announcements and track viewership data.
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 not have a verifier. These Cards will become untrusted over time unless the Admin reassigns Verifier responsibility of these Cards using the Card Manager.

What can Collection Owners do?

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

Share and restrict access to particular Board Groups and Boards within a Collection
Add or remove existing Groups to a Collection.
Bulk import content into the Collection
Export a Collection.
Create Template Cards for other Authors to begin creating Cards

✍️ Note
Any Collection downloaded via a framework (and those included at Guru team creation) will automatically assign the user who completed the action as the Collection Owner, though this can be reassigned. In any Collection created from scratch, any Group to be the Collection Owner.

What can Admins do?

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 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.

🎓 View this in the Guru Academy

Take a deeper dive in our Guru Academy Course for Admins, Guru Academy Course for Collection Owners and Authors, and Guru Academy Course for Read Only users.