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Every person in your org has one of three roles: Admin, Member, or Viewer. Roles control what someone can configure and change — they don’t hide your company’s data from anyone; all members of an org share the same companies, contacts, sequences, and history.

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Admin

Admins can do everything Members can, plus organization-level actions generally reserved for Admins:
  • Invite and remove users, and change anyone else’s role — at Settings → Team
  • Change org-wide settings (for example, whether new sign-ups from your domain auto-join, and what role they get) — also on Settings → Team
  • Enable or disable toolkits and individual tools, set the minimum role required to use a tool, and require approval before a tool runs — from each tool’s configuration on Tools
  • Ask Swan to attach another active member’s connected Email or LinkedIn toolkit to an organization-wide trigger. The toolkit is available to that trigger’s runs, but not to the Admin’s current chat.
Admins have full create/read/update/delete access to organization skills and triggers, and can ask Swan to edit org knowledge. Members can create and manage their own personal skills but cannot modify organization skills or triggers. Swan’s org-knowledge editing tools are also Admin-only. Manual org-knowledge edits in the dashboard are an exception: those writes are currently available to authenticated users in every role.

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Member

Members run day-to-day work: chatting with Swan, managing their own sequences, connected senders, and personal skills, and reading shared configuration that Admins have set up. A Member cannot create or modify organization skills or triggers, or ask Swan to edit org knowledge. They can currently make manual org-knowledge changes in the dashboard. They also can’t invite or remove users, change anyone’s role, touch org settings, or enable/disable toolkits or tools.

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Viewer

Viewer is intended as the read-only role, and its main enforced restriction is that Viewers cannot chat with Swan — not in the app and not via Slack. They can see the workspace (outreach, runs, data, analytics) but can’t send Swan messages or kick off work. Manual org-knowledge editing is a current exception to the read-only model. Viewer is what accounts get downgraded to automatically if your org goes over its seat limit (see members, seats, and sign-up), and it’s also assignable directly from Settings → Team.

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Resource permissions

There is no Admin setting for customizing resource permissions. Skill and trigger permissions are fixed by role, as are the permissions used by Swan’s org-knowledge tools. Admins cannot grant Members additional actions or remove their built-in personal-skill access. Manual org-knowledge editing in the dashboard does not currently apply the org-knowledge role permissions.

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Guardrails

A few actions are blocked no matter your role:
  • You cannot change your own role — another Admin has to do it.
  • You cannot delete your own account — another Admin has to do it.

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Run visibility

Admins can see every trigger-driven run across the org. Members and Viewers see runs from triggers they own (or triggers with no specific owner), plus their own chat conversations. Outreach itself isn’t filtered by role — all org members can see all outreach activity in Outreach → Analytics, regardless of who’s sending it; you can filter what you see there by sender.

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Common questions

Can a Viewer run chat conversations or send outreach? No. Viewers can’t message Swan in the app chat or via Slack, which means they can’t start conversations, run work, or send outreach. Viewing dashboards, outreach, and history is allowed; manual org-knowledge editing is the current exception to the otherwise read-only role. Can I stop Members from seeing each other’s outreach? No. Outreach visibility isn’t role-restricted — everyone in the org sees all outreach. You can filter the Outreach view by sender to focus on your own. Who can turn a toolkit or specific tool on or off? Only Admins, from that tool’s configuration on Tools. Admins can also set a minimum role required to use a tool, and require human approval before it runs, from the same place. Can an Admin use another member’s Email or LinkedIn account? Only in a specific organization-wide trigger: when asking Swan to create or edit the trigger, the Admin can select any Email or LinkedIn toolkits to attach to the trigger. But this does not expose the toolkit in the current conversation. Can I give a Member permission to edit org knowledge without making them an Admin? There is no separate permission setting to grant. A Member cannot ask Swan to edit org knowledge, but can currently make manual changes through the dashboard. What happens if I try to change my own role? It’s blocked. Ask another Admin to make the change from Settings → Team. Does an Admin see every run, including other people’s chats? Admins see every trigger-driven run in the org. Chat conversations that aren’t tied to a trigger are visible to the person who ran them, not to other Admins.