Who can do what
Everyone in an organisation has one of four roles: owner, admin, officer or viewer. This sheet shows what each role can see and do. Owners and admins set roles on the Members page.
01The four roles
The roles stack up: each one can do everything the role inside it can, and more. A viewer only looks; an officer does the day-to-day work; an admin also sends campaigns and responses to submitters and runs the organisation; an owner also manages the other owners and the organisation itself.
- Manage other owners
- Organisation settings
- Archive or delete the organisation
- Send campaigns and responses to submitters
- Connect the mailbox
- Members and Runs & jobs
- Permanent deletes
- Project AI cap, archive and delete projects
- All day-to-day register work
- Write campaigns, send replies
- Run AI, build packs
- Create projects
- See everything in the organisation
- Download exports and reports
- No changes
A role covers the whole organisation, every project in it. There are no per-project roles: someone who is an officer is an officer on every project.
Drafts only for officers. An owner can turn on Only owners and admins approve and send letters in Organisation settings. Officers then draft and save replies, meeting follow-ups and public comment letters, and an owner or admin approves and sends them. Officers can still send a test to themselves. If anyone edits an approved letter, the approval is withdrawn and it must be approved again.
02Who can do what
A tick means the role can do it. Where a role can’t, the button is hidden or greyed out, and ProveCONSULT refuses the change anyway.
Seeing and exporting
| What | Viewer | Officer | Admin | Owner |
|---|---|---|---|---|
| See the organisation’s projects, register, events, feedback, themes and reports | ✓ | ✓ | ✓ | ✓ |
| Download exports and the Report on Consultations | ✓ | ✓ | ✓ | ✓ |
Day-to-day register work
| What | Viewer | Officer | Admin | Owner |
|---|---|---|---|---|
| Add and edit relevant persons, contacts, events, feedback and commitments | – | ✓ | ✓ | ✓ |
| Assign unmatched mail, record a mail-out, import a spreadsheet | – | ✓ | ✓ | ✓ |
| Run AI (event summaries, feedback extraction, document summaries, themes) | – | ✓ | ✓ | ✓ |
| Archive and restore records | – | ✓ | ✓ | ✓ |
| Draft and save a reply, follow-up or public comment letter | – | ✓ | ✓ | ✓ |
| Approve and send a reply, follow-up or public comment letter (owners and admins only when the organisation turns this on) | – | ✓ | ✓ | ✓ |
| Build or delete a sensitive information pack | – | ✓ | ✓ | ✓ |
| Create a project and edit its settings | – | ✓ | ✓ | ✓ |
| Edit the organisation’s Theme library | – | ✓ | ✓ | ✓ |
Campaigns and public comment
| What | Viewer | Officer | Admin | Owner |
|---|---|---|---|---|
| Write a campaign and send yourself a test email | – | ✓ | ✓ | ✓ |
| Send a campaign to relevant persons, and pause, resume or cancel it | – | – | ✓ | ✓ |
| Public comment: claims, matters, petition templates and test sends | – | ✓ | ✓ | ✓ |
| Public comment: send the responses to submitters (or cancel the send) | – | – | ✓ | ✓ |
Running the project
| What | Viewer | Officer | Admin | Owner |
|---|---|---|---|---|
| Connect, sync or reconnect the project mailbox | – | – | ✓ | ✓ |
| Set the project’s monthly AI processing cap | – | – | ✓ | ✓ |
| Permanently delete a relevant person, an event or a document | – | – | ✓ | ✓ |
| Archive, restore or delete a project | – | – | ✓ | ✓ |
Running the organisation
| What | Viewer | Officer | Admin | Owner |
|---|---|---|---|---|
| Members page: invite people, change roles, reset two-factor and remove members in the Klarite account | – | – | ✓ | ✓ |
| See Klarite support access on the Members page | – | – | ✓ | ✓ |
| Runs & jobs page | – | – | ✓ | ✓ |
| Change Register lookups | – | – | ✓ | ✓ |
| Invite, appoint, change or remove an owner (in the Klarite account) | – | – | – | ✓ |
| Organisation settings (display name, default signature, who approves and sends letters) | – | – | – | ✓ |
| Archive or delete the whole organisation | – | – | – | ✓ |
Your organisation’s plan also decides what is switched on. If a feature isn’t on your plan (for example themes, or AI on the Register plan), nobody can use it, whatever their role. See Plans in the help guide.
03For every role
- Everyone signs in with their Klarite account, which needs a password and two-factor authentication.
- Everyone can open your account (name, and a link to your Klarite account for password and two-factor) and send a message to Klarite from Support.
- Everyone sees only the organisations they belong to. Other organisations’ projects are never visible.
- If you try something your role can’t do, you’ll see “You have view-only access…” or a similar message. Ask an owner or admin to change your role, or to do it for you.
Klarite staff work in your records only when you engage Klarite or ask for support. If you engage Klarite, its people join your organisation with a role like anyone else. When a Klarite platform administrator who isn’t a member opens your organisation’s pages or makes a change, it is recorded and shown to your owners and admins as Klarite support access on the Members page.