Roles and Permissions

Three Roles, Clear Boundaries

CohortGenie uses three roles. Each one is designed for a specific type of user so you don't have to overthink access control.

Admin

Full access to everything in the workspace.

• View all analytics pages (Dashboard, Heatmap, Segments, Forecasting)
• Export data (PDF and CSV)
• Manage QuickBooks connections
• Access Settings and firm branding
• Manage billing and subscription
• Invite and remove team members
• Change other members' roles

The workspace owner is always an Admin and can't be downgraded. This is the role for partners, CAS practice leaders, or whoever is responsible for managing the CohortGenie account.

Read-Only

Access to all analytics without the ability to change anything.

• View all analytics pages (Dashboard, Heatmap, Segments, Forecasting)
• Export data (PDF and CSV)
• Cannot manage QuickBooks connections
• Cannot access Settings or branding
• Cannot manage billing
• Cannot invite or remove team members

This is the right role for senior staff, managers, or client-facing team members who need to pull reports and review data but shouldn't be touching integrations or billing.

Viewer

The most restricted role. Dashboard access only.

• View Dashboard and Heatmap pages
• Cannot export data
• Cannot access Segments, Forecasting, or any other pages
• Cannot access Settings, billing, or integrations
• Cannot invite or manage team members

Viewers are meant for clients or junior staff who need a window into the data but nothing else. They see the numbers, they don't touch the controls.

Quick Reference Table

| Capability | Admin | Read-Only | Viewer | |---|---|---|---| | Dashboard & Heatmap | Yes | Yes | Yes | | Segments & Forecasting | Yes | Yes | No | | Export (PDF/CSV) | Yes | Yes | No | | Settings & Branding | Yes | No | No | | Billing & Subscription | Yes | No | No | | Integrations | Yes | No | No | | Team Management | Yes | No | No |

Seat Costs

This matters for budgeting:

• Admin seats are included in your subscription.
• Read-Only seats use your 5 free view-only seats per connected company.
• Viewer seats don't count toward any seat limit. They're free, always.

Changing Roles

Any Admin can change another member's role from Settings → Team. Click the role dropdown next to their name and select the new role. The change takes effect immediately — no logout required.

The one exception: you can't change the workspace owner's role. That stays Admin.