Roles & Permissions

Understand and manage roles within your organization.

Understanding Roles

Roles determine what users can see and do in Kaana. Each user has one role.

Standard Roles

Owner

The highest level of access:

• All administrative permissions

• Billing and subscription management

• Can manage other admins

• Full access to all features

Admin

Administrative access:

• Create and manage all projects

• Manage users (except owners)

• Configure settings

• Access all reports

• Cannot manage billing

Member

Standard team access:

• View projects they're assigned to

• Create and edit tasks

• Upload documents

• Log activities

• Limited settings access

Guest

Read-only access:

• View assigned projects

• View documents

• Cannot create or edit

• Limited navigation

Permission Categories

Permissions are grouped by feature.

Project Permissions

• View projects

• Create projects

• Edit own projects

• Edit all projects

• Delete projects

Document Permissions

• View documents

• Upload documents

• Edit own documents

• Edit all documents

Activity Permissions

• View activities

• Create activities

• Edit own activities

• Edit all activities

Issue Permissions

• View issues

• Create issues

• Edit own issues

• Edit all issues

Administrative Permissions

• Manage users

• Manage roles

• Configure integrations

• Access reports

Custom Roles

Administrators can create custom roles.

1

Create a Custom Role

Go to Settings > Roles, click + New Role, then enter:

• Role Name — e.g., "Project Manager"

• Description — What this role is for

Select permissions for each category and click Create.

2

Edit a Custom Role

• Find the role in the list

• Click to open

• Modify permissions

• Save changes

Changes affect all users with that role.

3

Delete a Custom Role

• Open the role

• Click Delete

• Choose where to move affected users

• Confirm

Note: Standard roles cannot be deleted.

Assigning Roles

1

Set User Role

• Go to Settings > Users

• Open the user

• Select role from dropdown

• Save

2

Multiple Role Assignment

Some organizations allow users to have different roles on different projects. Contact your administrator for details.

Ownership-Based Permissions

Some permissions check ownership:

• "Own" items — Users can only modify content they created

• "All" items — Users can modify any content

Example: A Member with "Edit own projects" can edit projects they created but not others.

Permission Inheritance

Higher roles include lower role permissions:

• Owner > Admin > Member > Guest

An Admin has all Member permissions plus additional access.

Troubleshooting Access

"Access Denied" Message

This means your role doesn't have permission for that action. Contact your administrator if you need access.

Missing Menu Items

Navigation only shows items you can access. Missing items may indicate:

• Your role doesn't have access

• The feature is disabled

Contact admin for clarification.

Can't Find a Feature

Check if:

• Your role has access

• The feature is enabled for your organization

• You're looking in the right section

Best Practices

Role Assignment

• Assign minimum necessary access

• Review roles during onboarding

• Update as responsibilities change

Custom Roles

• Create roles for common job functions

• Name roles clearly

• Document role purposes

Regular Review

• Audit permissions periodically

• Remove unnecessary access

• Update as features change