Role-based access control

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Understanding user roles in Condens helps ensure the right people have the appropriate access while keeping your research data secure. From Administrators who can manage users and workspaces to Viewers who can view insights without using a seat, this guide provides an overview of each role’s capabilities and limitations.

Use the table below to compare permissions and find the right setup for your team.

	Admin	Non-research Admin	Contributor	Limited Access Contributor	Full Access Viewer	Viewer
Best suited for	ReOps, UXR Leads	ReOps, Procurement, IT Admins	UX Researchers, Product Design, Product Managers	Freelancers, agencies, external collaborators	Executives and Leadership, cross-functional partners	Wider organization, clients, external stakeholders
Plan availability	All plans	All plans	All plans	All plans	Business, Enterprise	Business, Enterprise
Paid seat	Yes	No	Yes	Yes	No	No
Manage users and billing	Yes	Yes	No	No	No	No
Invite users	Yes	Yes	Yes	No	No	No
Manage Workspaces	Yes	Yes	No	No	No	No
View all Workspaces	Yes	Yes	Only invited Workspaces	Only invited Workspaces	Only invited Workspaces	Only invited Workspaces
Add or manage integrations	Yes	Yes	No	No	No	No
Create Projects	Yes	No	Yes	No	No	No
View or edit Projects	Yes	View-only in Business, Enterprise, and some legacy plans	Can view and edit all Projects (unless access is revoked)	Can view and edit a Project only if invited	Can view all Projects (unless access is revoked), but can't edit	Can view a Project only if invited
Export Projects	Yes	No	Only if enabled by an Admin	No	No	No
View or edit all Participants	Yes	View-only in Business, Enterprise, and some legacy plans	Yes	Only Participants in Sessions they have access to	Only Participants in Sessions they have access to	Only Participants in Sessions they have access to
Access global Tags	Yes	View-only in Business, Enterprise, and some legacy plans	Yes	Yes	Yes	No
Use global search	Yes	Yes, in Business, Enterprise, and some legacy plans	Yes	Yes	Yes	No
Use AI search on Project or Session data	Yes	No	Yes	No	Enterprise only	Enterprise only
Upload and manage recordings	Yes	No	Yes	Only invited Projects	No	No
View or edit data (Sessions, Tags, Artifacts, etc.)	Full access to all data across Workspaces	View-only in Business, Enterprise, and some legacy plans	Full access to data in Projects they can access (unless access is revoked)	Only invited Projects	Can view data in all Projects (unless access is revoked), but can't edit	Only data in the Insights Magazine, unless invited to a specific Project
Comment	Yes	Yes, in Business, Enterprise, and some legacy plans	Yes	Yes	Yes	Yes

There are a few things to additionally note:

Limited Access Contributors, Full Access Viewers, and Viewers do not have access to the Participants section (the Participant Pool), but they can see Participants linked to specific Sessions they have access to.
Viewers can be granted access to Projects via the Project access settings. This way, they can see all raw data, Tags, and unpublished Artifacts of a Project they are invited to.

Deactivate or delete Users

Alternatively, you can set the user’s status to Inactive or Deleted:

Inactive users cannot log into Condens and do not count toward active user quotas. They can be reactivated at any time.
Deleted users are permanently removed from all workspaces and cannot log in. This action cannot be undone.

Workspace-wide access control options

Additionally, you can go to SETTINGS and then General Workspace settings to find more access control options. You can opt to:

Restrict workspace-wide configuration to Administrators only, so Contributors are not able to modify content and settings like editing the Magazine, Participant & Project information fields, Project templates, Artifacts types, and deleting Projects.
Restrict full access to Contributors and Administrators, so that other roles like Full Access Viewers cannot see all data in a workspace, but rather only see published Artifacts through the Magazine.
Allow Contributors to export Projects they have access to. This is off by default, so only Administrators can run a full Project export until it's turned on.

User Groups

User Groups are available in the enterprise subscription plan.

To bulk manage access permissions to Projects and Magazines, you can use User Groups. This makes tracking users, permissions, and seats easier.

Simply go to SETTINGS and select User groups. From there, you can create groups and add members. For example, for different teams, subsidiaries, or other stakeholder groups.

Then, for each Project or Magazine, you can assign access to the entire User Group in a few clicks, making it easy to ensure the right people can access the right insights. Click the when viewing a Project to specify Project access to a specific User Group.

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