You can change the permissions assigned to a user at any time. Changes are made from [User management]. There are three ways to make changes: changing users one at a time, changing several users at once, and making bulk changes with Excel.
For a list of what each permission allows, see User permissions and number of accounts. You perform these operations from a PC browser.
Who can change permissions
- Owner / Team Admin: can change the permissions of all users in the team
- Group Administrator: can only change users under their own group. If the target user also belongs to a group outside their management, the user cannot be changed
- Created user / View-only user / Guest: cannot change permissions (the [User management] menu is not displayed)
The following rules also apply.
- You cannot change your own permissions (you can change your own display name and Group Affiliation)
- You cannot grant a role higher than your own. Only an Owner can grant the Owner role
Change users one at a time
- Open [User management] in the sidebar
- Click the target user to open [User details]
- Click the pencil icon to the right of [Permission]
- Select a new permission from the dropdown menu
- Click [Save]
The dropdown menu is divided into Organization member (Owner / Team Admin, Group Administrator, Created user, View-only user) and External user (Guest). Each option shows a description of the permission. Permissions that cannot be selected are grayed out, and the reason is shown next to them.
When removing administrator permissions
When changing Owner, Team Administrator, or Group Administrator to a lower permission, a confirmation dialog is displayed. Check the details of the permissions that will be lost, then click [Change].
Change several users at once
- Select the target users with the checkboxes on the far left of the User list
- Click [Change permissions] in the bar displayed at the top of the screen
- Select a new permission and click [Change]
When a Group Administrator performs this operation, users outside their management are automatically removed from the selection, and the number of removed users is shown in the bar.
Bulk change with Excel
Owner / Team Admin users can change user permissions in bulk using an Excel file. Use this when there are many users, or when you review permissions along with an organizational change.
- Click [Bulk change] at the top of the [User management] screen
- Download the template file
- On the "User list" tab, use the dropdown to change column C "Permission"
- Upload the saved file, check the contents, and import it
If you only want to review permissions, use differential add mode (users not listed in the sheet remain as they are). How to fill in the file is explained on the "How to use" tab in the template.
Effect on the number of accounts
Owner / Team Admin, Group Administrator, Created user, and View-only user are all counted in the same number of accounts. Even if you change permissions among these five roles, the number of accounts used does not change.
Guests are counted separately from the number of accounts. If you change a user from Organization member to Guest, or from Guest to Organization member, the way they are counted switches to the other category. If the destination has already reached its account limit, the change cannot be made and a plan guide is displayed.
For how accounts are counted, see Account limits and how accounts are counted. For guests, see What is a guest invitation?
When you cannot make changes
The pencil icon does not appear next to a permission
This happens when you open your own [User details], or, if you are a Group Administrator, when the target user belongs to a group outside your management. To change your own permissions, ask an Owner or Team Administrator.
The pencil icon also does not appear for users whose permission is set from their job title through Mapping in the HR roster sync (Enterprise plan). The permissions of these users also do not change with bulk change or Excel. To change their permissions, review the job title in your HR system or the Mapping settings (Automatically sync the roster from your HR system (SCIM)).
"*You cannot select a higher permission level than your own" is displayed
You cannot grant a role higher than your own. To grant the Owner role, have an Owner perform the operation.
"*Cannot demote because this is the last owner" is displayed
A team must have at least one owner. First change another user to Owner, and then demote this user.
"* Email-free accounts cannot be made owners" is displayed
An email-free account cannot be given the Owner role. To make it an Owner, first switch the account to one that logs in with an email address (How to change account information).
You cannot make an invited user an Owner
The Owner role cannot be given to an invited user who has not logged in yet. Make the change after the user logs in and joins the team.
When changes take effect
Permissions are updated as soon as you click [Save] or [Change]. If the target user is logged in, the new permissions take effect after they reload the screen.
Permission changes are recorded in the Audit log (Export the Audit log as CSV).