What can admins and members do?

This article explains which roles a workspace has, what each role can do, and which tasks only the main account can handle. Team access is available from the Advanced plan.

Roles set permissions per area

Everyone in the workspace has a role. The role sets, for each area, whether the person has no access, can only view it, or can also edit it. The areas are Prompts, Wettbewerber (Competitors), Auswertungen (Analytics), Integrationen (Integrations), Marke und Wissen (Brand and knowledge), Team und Rollen (Team and roles), Abrechnung (Billing), API und MCP (API and MCP), and Workspace. Auswertungen also covers reports, questions to Tactics AI, and the checks under Site Health.

The account that owns the workspace appears in the Personen mit Zugriff (People with access) list as Kontoinhaber (Account owner) and can do everything in every area. You can see your own role under Einstellungen → Workspace (Settings → Workspace) and as a badge next to the workspace name in the website selector in the sidebar.

On the Essential plan, there's no team access. You work in the workspace on your own and have every permission described in this article. Advanced includes 2 team seats besides the account owner, Premium 5, and Enterprise 10, or more by contract.

The standard roles

KI Score provides five standard roles:

• Admin: can edit every area, including team and roles. Like the account owner, an admin can delete the whole workspace under Einstellungen → Workspace (Settings → Workspace) with Workspace löschen (Delete workspace).
• Editor: edits analytics, integrations, and brand and knowledge, for example reports, questions to Tactics AI, traffic tracking, brand details, and the whitelabel settings. This role can only view all other areas, including prompts and competitors.
• Viewer: sees every area but can't change anything. This role can't ask Tactics AI questions either.
• Billing: sees every area and also has write access to billing. Only the main account manages the plan and contract, though.
• Mitglied (Member): the existing permissions of people who were on the team before roles were introduced. They add websites, edit prompts, competitors, and markets, and ask Tactics AI questions. They only see reports in the list. They don't manage reports, delivery schedules, the delivery log, whitelabel settings, MCP servers, or the team, and they can't rename the workspace.

New invitations start with the Viewer role. You can pick a different role in the invitation dialog. To change a person's role later, use the Rolle (Role) column on the Mitglieder (Members) page. This requires write access to Team und Rollen.

Custom roles

Custom roles are available on the Enterprise plan. On the other plans, the roles overview shows the notice “Eigene Rollen gibt es ab Enterprise. Die Standardrollen stehen dir weiter zur Verfügung.” (Custom roles are included from Enterprise. The standard roles remain available to you.)

The Rollen (Roles) button on the Mitglieder page shows the permissions of every role. With write access to Team und Rollen, you can create custom roles there with Rolle anlegen (Create role):

1. Enter a Rollenname (Role name).
2. If you like, copy the permissions of an existing role under Berechtigungen aus Vorlage (Permissions from template).
3. For each area, choose Kein Zugriff (No access), Nur ansehen (View only), or Ansehen und bearbeiten (View and edit).

Areas without access disappear from the navigation and can't be opened through direct links either. The standard roles can't be changed. You can delete a custom role only once it's no longer assigned to anyone. After a move to a smaller plan, a custom role stays assigned until you replace it with a standard role.

What applies to every role

• Everyone works with the same websites and data in the workspace, as far as their role allows access to each area and their access isn't limited to certain websites.
• Whether a new website can be added depends on your plan's website limit as well as on the role.
• Everyone in the workspace uses the same credit balance and the same allowance of questions to Tactics AI.
• You can change your name and profile picture in your profile yourself, whatever your role.

Note: Views, your saved filters, and the Scoreboard’s Dashboard-Einstellungen (Dashboard settings) are stored only in each person's browser. They aren't shared with other people on the team. Notifications in the bell go to everyone in the workspace, but each person marks them as read or archived for themselves.

To learn how to invite and remove people, see the article on managing team access in your workspace.

What only the main account can do

The main account is the account that owns the subscription and billing. Only the main account can:

• book, change, or cancel a plan,
• open payment management.

This also applies to the Admin and Billing roles. If anyone else tries one of these actions, KI Score rejects it with the message “Nur das Hauptkonto kann Abrechnung und Vertrag verwalten.” (Only the main account can manage billing and the contract.) Billing and the contract stay with the main account, even when several people work in the workspace.

Access to specific websites

Besides the role, you decide which websites a person can access. When you invite someone, choose between Workspace and Bestimmte Websites (Specific websites) under Zugriff auf (Access to). To change the selection later, use Zugriff bearbeiten (Edit access) in the person's actions menu on the Mitglieder page. Bestimmte Websites is available from the Premium plan; on Advanced, the dialog shows “Zugänge auf bestimmte Websites gibt es ab Premium.” (Access limited to selected websites is included from Premium.)

• Workspace: The person sees all current and future websites in the workspace.
• Bestimmte Websites: The person sees only the selected websites, for example those of a particular client. Their role applies within that selection. The Team und Rollen, Abrechnung, API und MCP, and Workspace areas and the Whitelabel page stay locked for them, even if their role would otherwise allow them. Websites added later aren't shared automatically.

The Zugriff (Access) column on the Mitglieder page shows Alle Websites (All websites) or the shared websites for each person.

After a move to a plan below Premium, an existing website selection stays frozen: it can only be removed or extended to the whole workspace until you move to a larger plan again.