What you can see and do in a WorkHub depends on two things: whether you are a member of the hub, and which role you hold in it.
Membership comes first
A person must be a member of a WorkHub to open it. Being on a meeting, board or project that is linked to the hub does not make you a member of the hub, and the reverse is also true: being a member of the hub does not give you access to its linked meetings, boards or projects. Those keep their own permissions, and you must be added to each one separately if you need to work in it.
Owners and Facilitators manage membership and roles from the WorkHub's edit settings — see Editing (or Archiving) a WorkHub.
The four roles
Role | What it is for |
|---|---|
Owner | Runs the hub. Can change its settings, membership and linked items. |
Facilitator | Works alongside the owner with the same level of access. |
Member | Takes part in the hub's work: can create, edit and respond to items. |
Viewer | Read-only. Can open the hub and see its content, but cannot change anything. |
The role does not change what is listed for you in the Actions and Decisions panel — Members and Viewers see exactly the same list. The role changes what you can do with an item once it is open. The one exception is that Owners and Facilitators see a longer list of items from linked meetings and projects; see Linked item access below.
What each role can do
Owner | Facilitator | Member | Viewer | |
|---|---|---|---|---|
Open the WorkHub and see its content | ✓ | ✓ | ✓ | ✓ |
Use the WorkHub chat channel | ✓ | ✓ | ✓ | ✓ |
Edit WorkHub settings (title, purpose, avatar, membership and roles) | ✓ | ✓ | — | — |
Link and unlink projects, meetings and boards | ✓ | ✓ | — | — |
Archive the WorkHub | ✓ | ✓ | — | — |
Create actions and decisions in the hub | ✓ | ✓ | ✓ | — |
Edit any item held in the hub | ✓ | ✓ | ✓ | — |
Respond to items assigned to the hub (for example, approve or reject a decision) | ✓ | ✓ | ✓ | — |
Add documents and links | ✓ | ✓ | ✓ | — |
Update the status of items assigned to you personally | ✓ | ✓ | ✓ | ✓ |
Update items assigned to you via chat commands | ✓ | ✓ | ✓ | ✓ |
Linked item access (see below) | ✓ | ✓ | — | — |
Linking a meeting, board or project also requires rights on that item — for example, you must be the owner of a board or a Project Manager or Editor on a project. See Managing a WorkHub.
The Viewer role
A Viewer sees everything a Member sees: the hub's own items, items assigned to the hub, and items from any linked meeting or project the Viewer can already open. What a Viewer cannot do is change anything — no editing, no approving or rejecting, no adding documents.
The one exception is an item assigned to the Viewer personally. Being the assignee lets them act on that item, whichever hub role they hold.
Linked item access for Owners and Facilitators
Owners and Facilitators get one extra thing: items from public linked meetings and projects appear in their Actions and Decisions list even where they have not personally been given access to that meeting or project. Seeing a title this way is not the same as having access — to work on the item they still need to be granted access on the source meeting or project. The limits, and how an administrator can turn this off, are described in How WorkHubs roll up actions and decisions.
Administrators
Application administrators bypass these rules entirely and see everything in every hub. When checking what a normal user can see, do not use an administrator's view as the reference point.