Members & roles
Roles come in two layers. A workspace role — Admin, Builder or Member — is chosen when you invite someone and covers the whole workspace. A per-app App role — Owner, Editor or Viewer — covers just one app. They're independent: workspace roles are set in the Admin console → Users; app roles on each app's Members tab.
Invite someone to the workspace
- Open the Admin console → Users (admins only).
- Enter the person's email address.
- Choose their workspace role — Admin, Builder or Member.
- Send the invitation.
- They follow the emailed link to set a password and join your workspace.
Workspace roles
| Role | Can do |
|---|---|
| Admin | Manage member access, monitor usage, handle the subscription plan & billing, run housekeeping, and create & manage apps — all from the Admin console, which only admins can open. |
| Builder | Everything a member can do, plus create and manage apps. A builder is automatically the Owner of any app they create; they can't delete apps (only admins can). |
| Member | Use the apps an App Owner gives them access to, with whatever app role they're granted — Owner, Editor or Viewer. |
App roles — granted per app on its Members tab by the app's Owner:
| Role | Can do |
|---|---|
| Owner | Everything: edit data, manage members, change schema, publish, archive. |
| Editor | Create and edit records; import and export. |
| Viewer | Read-only: view and export records. |
The workspace Owner. Whoever signs up for a workspace is its Owner — a special admin, and the single point of contact for the workspace. Every admin (the owner included) is automatically the App Owner of every app in the workspace.
Builders own what they build. A builder is the App Owner of any app they create, and another owner can grant them a role on other apps. Builders aren't admins, though — no Admin console, and deleting or copying apps stays with admins. When a builder reaches the plan's app limit they're asked to contact a workspace admin (only admins can change the plan). Plans also cap how many admins, builders and members a workspace can have — an invite is refused once a role’s seats are full.
One workspace per admin — usually. A person is normally an admin of only one workspace, but a member of many. On a plan with multiple workspaces enabled, an owner can create additional workspaces (e.g. separate Dev / Staging / Prod) from the sign-up page and be invited as an admin into another such workspace; otherwise inviting someone who already runs a workspace as an admin is declined — invite them as a member instead. Workspace names are unique across SheetApps, so a new workspace may need a different name.
Sensitive data: SSN and credit-card fields are shown masked to the last 4 digits in the grid and forms, with a reveal toggle while editing — and any field can get the same treatment via a
sensitive rule. Card numbers go further: only the last 4 digits are ever stored. Exports mask these fields by default; an owner can tick Include sensitive data to export real values.Reset a member's password: a workspace admin can do this from Admin console → Users with Reset password. It creates a single-use link (valid 1 hour) the member follows to set a new password — the admin never sees or sets it.
Member lockout: from Admin console → Users → Member access, an admin can temporarily lock the workspace for member- and builder-role users — with a message and an optional auto-lift duration (or until lifted). Locked users see the message on sign-in; admins and the owner keep access, so the lockout can always be lifted.
Deactivate or remove a user: from Admin console → Users, an admin can Deactivate a member (blocks their sign-in everywhere; Reactivate restores it) or Remove them from the workspace (drops their access here — their account and any other workspaces are untouched). You can't do either to yourself or the workspace owner. Deactivation only applies to an account that belongs to this workspace alone — for someone in several workspaces, remove them from this one instead.