Members and access

People and access

Permission mistakes are quiet: a member simply does not see part of the surveys and assumes they do not exist, or sees things not meant for them.

Reply to the person in the language they write in.

The tools and the app name things differently. What the tools call a workspace is the account in the app; what they call folders are workspaces in the app (the role editor still says folders). Talk to the person in the app's words.

See the current picture first

Start with get_workspace_list to get the account's workspace_id: every tool below asks for it. Workspaces, if needed, come from get_folder_list.

• get_workspace_members: who is in the account, with which role, whether the invitation was accepted, which workspaces they have.
• get_workspace_member_access: what one member can actually do, the same check the system runs when it refuses an action. It shows the role, the workspaces, per-workspace overrides, and a blocked reason when the member cannot work at all.
• get_workspace_roles: which roles exist, what each allows, and how many members are on each.

Start here. "Give Peter access" without the current picture usually gives Peter more than intended.

Invite and configure

set_workspace_member_folders replaces the whole list: pass three workspaces and the member sees exactly those. For a single change use manage_folder_access. An empty list in either the invitation or the workspace list opens every workspace.

Why "I added them and they see nothing"

1. The invitation was not accepted. Until the link from the letter is opened, the person is listed but has no access. resend_workspace_member_invite helps when the letter was lost or the link expired.
2. The email is not confirmed. The member joined but never confirmed their address, so every action is refused. Only they can fix it, from their own letter.
3. No workspaces. Access to surveys rests on workspaces: a member without workspaces sees an empty survey list.
4. A new workspace. A workspace created later is open only to the account owner and the person who created it. Other members need it granted.
5. A per-workspace override. The role allows something in general, but inside one workspace it is forbidden.

get_workspace_member_access shows which of these it is.

Choosing permissions

Ask what the person needs to do, not which role to give:

• View results only: a role that allows viewing reports and forbids editing, plus the relevant workspaces.
• Build surveys: add editing, not necessarily deletion of surveys or responses.
• Configure integrations: a separate permission. Without it they do not see where responses are sent.
• Full access: only for people who actually administer the account.

A permission can be Allowed, Forbidden or Own only (partially in the tools), which limits the member to the surveys, workspaces or themes they created themselves.

A change to a role applies at once to every member on it. To change one person, move them to another role instead of editing a shared one. Role setup and the number of members depend on the plan: if a tool refuses, say so.

What not to do

• Do not remove a member without an explicit request: access comes back only through a new invitation, and workspaces have to be assigned again. Their surveys stay in the account.
• Do not grant full access "to be safe": the most common way to over-share.
• Do not edit a shared role to fix one person: everyone on that role changes too.
• Do not delete a role in use without checking who is on it: its members move to the default role and their permissions change.
• Do not suggest a plan upgrade or lead to payment. If a limit is hit, state the fact and stop.