User roles in Coupler.io

In this article, you will learn what different roles do and how to assign them. The total number of possible users varies depending on the plan you're on. You can learn more about that topic on our pricing page.

Coupler.io uses a two-level role structure to help you manage access and permissions across your organization and workspaces.

Understanding the two-level structure
How to assign organization-level roles
How to assign workspace-level roles
Table with role qualifications

Understanding the two-level structure

Organizations and Workspaces

Organization - the top level that manages billing and contains one or more workspaces. When you sign up for Coupler.io for the first time, you automatically become an Organization Owner of your new organization. The system creates:

A new organization (named after your email domain, or "Personal" for public email providers)
A primary workspace called "My workspace"
Your Organization Owner role

Workspace - contains your actual work - data flows, connections, dashboards, and templates. Workspaces inherit billing from their parent organization.

Two Types of Roles

Organization-level roles: Organization Owner
Workspace-level roles: Admin, User, and Guest

Each Coupler.io user can have 1 organization level role (per organization) and 1 workspace level role (per workspace).

How to assign organization-level roles

When to use this: When you want someone to be an Organization Owner with full access to billing and all workspaces.

Who can do this: Organization Owners

Steps:

From the Homescreen, go to Settings -> Organization → Organization Owners tab
Click "Invite new user"
Enter email address and click "Send invite"

Roles description:

Owner: Full control: workspace/users/billing, can add workspaces (if plan allows), delete org, invite owners.

How to assign workspace-level roles

When to use this: When you want someone to work in a specific workspace without organization-level access.

Who can do this: Organization Owners and Workspace Admins

Steps:

From the Homescreen, go to Settings -> Organization -> Workspaces tab
Click "Manage" on the workspace where you want to invite the user
Click "Invite new user" button
Enter the invitation details
Click "Send Invite"

Roles description:

Admin - Can manage workspace users, shared connections, and has full rights to manage all data flows. Receives operational emails regarding user changes, data flow failures, and billing limit alerts.
User - Can manage their own data flows and connections, can see and edit all data flows and use shared connections, but cannot manage the workspace. Receives notifications for payment failures.
Guest - Can only manage data flows and connections they personally created and cannot access shared resources. This role receives no email notifications and cannot see other users.

💎 If you have both an organization-level role and a workspace-level role, your organization role takes precedence.

Example:

Sarah is an Organization Owner
Sarah is also assigned as an Admin in Workspace A
In Workspace A, Sarah appears as "Owner" (her organization role)
Her Admin role is inactive as long as she's an Organization Owner
If Sarah loses her Organization Owner role, her Admin role becomes active

Table with role action availability

Permission	Owner	Admin	User	Guest
🏢 Organization management
Switch between my organizations	✅	✅	✅	✅
Manage organization billing	✅	❌	❌	❌
Manage organization owners	✅	❌	❌	❌
Manage auto-join settings	✅	❌	❌	❌
Rename organization	✅	❌	❌	❌
Delete organization	✅	❌	❌	❌
💼 Workspace management
Switch between my workspaces	✅	✅	✅	✅
View my workspaces list on organization settings page	✅	✅	✅	❌
View workspace users	✅	✅	✅	❌
Leave workspace	❌	✅	✅	❌
Invite / Delete workspace users	✅	✅	❌	❌
Rename workspace	✅	✅	❌	❌
Create/delete workspaces	✅	❌	❌	❌
🔁 Data flows management
Create data flows	✅	✅	✅	✅
Edit / Delete / Copy own data flows	✅	✅	✅	✅
Edit others' data flows	✅	✅	✅	❌
Copy / Delete others' data flows	✅	✅	❌	❌
🔗Connections management
Reconnect / Delete own private and shared connections	✅	✅	✅	✅
View and use others' shared connections	✅	✅	✅	❌
View others' private connections	✅	✅	❌	❌
Reconnect / Delete others' shared connections	✅	❌	❌	❌
Delete others' private connections	✅	❌	❌	❌