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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 that no other role has access to:
  • 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
  • Set custom, per-role permissions on skills, triggers, and org knowledge (see below)
By default, Admins also have full create/read/update/delete access to org skills, triggers, and org knowledge — Members and Viewers start out read-only on those three resource types.

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Member

Members run day-to-day work: chatting with Swan, managing their own sequences and connected senders, and reading shared configuration (skills, triggers, org knowledge) that Admins have set up. A Member can’t invite or remove users, can’t change anyone’s role, can’t touch org settings, and can’t enable/disable toolkits or tools.

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Viewer

Viewer is a read-only role, and the restriction that defines it is simple: 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. It’s 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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Per-resource permissions

Beyond the built-in defaults, an Admin can configure exactly which actions (read, create, update, delete) each role has on skills, triggers, and org knowledge. For example, an Admin could grant Members create/update access to triggers while keeping org knowledge edits Admin-only. Any permission not explicitly configured falls back to the default described above.

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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. 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 I give a Member permission to edit org knowledge without making them an Admin? Yes — an Admin can grant the Member role create/update access to org knowledge specifically, without giving them any other Admin capability. 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.