Users & Roles

From the Users area, a Workspace Admin or a Lead Analyst can create new users and assign one or more roles to each. Which of those roles apply on a given project is then chosen on that project's Team tab.

• Workspace Admin — settings, billing, modules and users. Typically one or a small number per workspace. Holds no project work, but can manage any project's team.
• Lead Analyst — runs projects end to end. Sees every project in the workspace, and works on the ones whose team they are on.
• Analyst — day-to-day DRP and requirements authoring, scoped to their assigned projects.
• Reviewer — reads and comments on DRPs and requirements, and marks their review of assigned modules complete, scoped to their assigned projects. Cannot author or edit content anywhere.
• Approver — approval authority over DRP modules (the Requirements module included) and DRP versions, scoped to their assigned projects. Reviews and approves, but doesn't edit module content directly.

For review specifically, the Reviewer slot accepts a Reviewer or an Approver, and the Approver slot accepts an Approver only. Eligibility follows the roles a person holds ON THE PROJECT: Lead Analyst and Analyst grant neither slot, so somebody holding only those will not appear in the dropdowns. Roles stack on one user, though — a Lead Analyst who genuinely needs to sign off can also be given the Approver role, and it is the Approver role that makes them eligible.

See the Review & Approval Workflow guide topic for exactly what a Reviewer's "Mark review complete" and an Approver's "approve" actually mean in practice, module by module.

When a Workspace Admin or Lead Analyst creates a user, that person receives an email with a secure link to set their own password — the same flow the founding user of a workspace goes through when first registering, just triggered by an invite instead of sign-up. The add-user screen also shows a reminder that the new user can manage their own email preferences later, from their own Account page, once they're in.

Pressing Edit on someone in the Users list opens their page, where a Workspace Admin or Lead Analyst can change their name, roles and status, and help them get into their account:

• Roles — tick or untick roles and press "Save Changes". Taking a role away also takes it off their projects, and retires any review or approval slot that depended on it. Any review they were approving is kept for whoever is named next — see "Needs an approver" in Getting Started.
• Email address — only a Workspace Admin can change the address somebody signs in with. The person is sent a confirmation at the new address, and they carry on signing in with the old one until they open it, so a typo cannot lock them out. A Lead Analyst can change everything else on the page.
• Temporary password — type one (at least 8 characters) and press "Set". It works straight away; share it with the person securely, not in the same email as their address.
• "Send Reset Link" — emails them a link to choose a new password themselves. Shown once they have set up their account.
• "Resend invitation" — for somebody who has not set up their account yet, for example because the first invitation went to spam. They cannot sign in until they follow it, and the page says so.
• "Deactivate User" — stops them signing in, without deleting anything they wrote. "Reactivate User" lets them back in, provided your plan has a free seat for them.

Each plan has a maximum total seat count — a single cap across all roles combined, not a per-role limit. See the pricing page for the current figures. Only active people use a seat: somebody who has been deactivated does not count.

The Users page shows how many seats are in use against your plan's limit. Once every seat is used, "Add User" is locked and explains why — deactivate someone who no longer needs access, or add seats. A Workspace Admin can add seats from the upgrade page without changing plan tier; anyone else is told to ask one.