TL;DR: Taskade uses a 7-tier permission model: Owner, Maintainer, Editor, Commenter, Collaborator, Participant, Viewer, never "Admin". Roles cascade from workspace → folder → project but can be overridden at any level. Owner is the only role that controls billing.
How permissions cascade
A user's effective role at any level is the most specific override. Workspace = baseline, folder = department override, project = per-document override.
What Are User Roles?
Are you a freelancer who works with multiple clients? Do you run your own business with multiple teams and departments? Taskade User Roles let you define the level of access other users have to your projects, workspaces, and folders.
Note: Visit Hierarchy Structure to learn how to organize your workflows.
Set User Roles (Workspace/Folder)
- Navigate to a workspace/folder.
- Click the ˅ arrow next to your workspace name and select 👥 Members.
- Set roles for existing workspace members or invite others.
Set User Roles (Projects)
- Navigate to a project.
- Click your Profile Photo (to the left of the Share button).
- Set roles for existing Project members or invite others.
💡 Note: Team members with access to your main Workspace will not automatically have access to any Folders you create.
The 7-Tier Role Model
Taskade has 7 user roles, each with a different level of access. Roles cascade from workspace → folder → project, but you can override them at any level:
| Role | Read | Comment | Edit | Manage settings | Publish | Billing |
|---|---|---|---|---|---|---|
| 🦄 Owner | ✅ | ✅ | ✅ | ✅ | ✅ | ✅ |
| 🛠 Maintainer | ✅ | ✅ | ✅ | ✅ | ✅ | — |
| ✍️ Editor | ✅ | ✅ | ✅ | — | — | — |
| 💬 Commenter | ✅ | ✅ | — | — | — | — |
| 🤝 Collaborator | ✅ | ✅ | partial | — | — | — |
| 👥 Participant | ✅ | — | — | — | — | — |
| 👀 Viewer | ✅ | — | — | — | — | — |
Key distinctions:
- Owner is the only role that can change billing or delete the workspace itself
- Maintainer can publish Taskade Genesis apps and manage members but not change billing
- Editor can freely edit content but cannot change workspace settings or publish
- Commenter can leave comments and review without editing
- Collaborator is a scoped editor — can work on assigned items
- Participant can interact with tasks (check off items) but not edit project structure
- Viewer is read-only
Note on "Admin": Taskade does not use the term "Admin". The equivalent of what other platforms call "Admin" is split across Owner (full control + billing) and Maintainer (operational control without billing).
Tips
- Use the Viewer role for clients or stakeholders who only need to review progress without editing.
- Workspace-level roles set the baseline, but you can override permissions at the folder or project level for finer control.
- If you need to restrict access to specific folders within a shared workspace, remember that folders are private by default. Visit Create a Team (Folder) for details.
- Visit Hierarchy Structure to understand how permissions cascade across workspaces, folders, and projects.
Frequently Asked Questions
What can each role actually do?
Taskade has 7 roles, each with a different level of access. Owner has full control plus billing, Maintainer can publish and manage members but not billing, Editor can freely edit content, and Commenter can review and leave comments without editing. Collaborator is a scoped editor for assigned items, Participant can check off tasks but not change structure, and Viewer is read-only.
How do I change someone's role?
You set roles in two places depending on the level. For a workspace or folder, click the ˅ arrow next to the workspace name and select 👥 Members, then pick a new role for each person. For a single project, click your Profile Photo to the left of the Share button and set roles there.
Who can edit a project, and who can only view it?
Owner, Maintainer, and Editor can freely edit a project, while Collaborator can edit assigned items. Commenter can leave comments and review without editing. Viewer and Participant cannot change content, with Viewer being fully read-only and Participant able to check off tasks but not edit the structure. Set a Viewer role for clients or stakeholders who only need to follow progress.
What is the difference between a private and a shared project?
A private project is one only you can see until you invite someone or set roles on it. A shared project has members with assigned roles, so each person gets exactly the access you choose. Folders are private by default, so team members with access to your main workspace will not automatically reach folders you create.
Can I add people from outside my workspace?
Yes. You can invite others to a workspace, folder, or project and assign them a role when you do. Roles cascade from workspace to folder to project, so an outside guest you add only to one project gets access to that project, not your whole workspace.
Does Taskade have an "Admin" role?
No. Taskade does not use the term "Admin". What other platforms call "Admin" is split across two roles in Taskade. Owner holds full control plus billing, and Maintainer has operational control like publishing and managing members but without billing access.
Who controls billing for the workspace?
Only the Owner can change billing or delete the workspace itself. No other role, including Maintainer, can touch billing. This keeps your subscription and account safe even when you give teammates broad editing and publishing access.
Related guides
- Share a Project — Share individual projects
- Create a Workspace — Workspace-level role setup
- Team Folders — Folder-level overrides
- Invite Members — Add people to your workspace
- App Permissions — Role-based access to Taskade Genesis apps
- Hierarchy Structure — How roles cascade