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Documentation Index

Fetch the complete documentation index at: https://docs.cassidyai.com/llms.txt

Use this file to discover all available pages before exploring further.

Roles and groups work together to control access across your Cassidy workspace. Roles control what a person can do. Groups control which shared resources a person can see.
To manage roles, groups, or team members, you need the matching admin privilege in Cassidy. In many workspaces, Admins have these privileges by default.

Migrating from legacy group permissions?

If your workspace still uses group permissions, read the migration guide before changing roles or groups.

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Understand roles and groups

Use roles and groups together:

Roles control actions

Roles define what someone can do in Cassidy, such as create Agents, edit Workflows, invite members, manage billing, or configure SSO.

Groups control visibility

Groups define which shared resources someone can access, such as Sales Agents, Sales Workflows, or Sales Knowledge Base collections.
For most teams, roles are based on responsibilities and groups are based on teams or departments. For example, a sales operations teammate might have a custom role that lets them create and edit Workflows, plus membership in the Sales group so they can access Sales resources.
When you are deciding where to put an access rule, ask: “Is this about what the person can do, or what the person can see?” Use a role for what they can do. Use a group for what they can see.

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Roles

Roles define a team member’s privileges across Cassidy. A person can have more than one role, and their effective privileges are the union of all assigned roles. Cassidy includes managed roles you can assign right away:

Viewer

Basic access to shared resources. Best for people who need to view or use resources but should not create or manage them.

Member

Standard access for regular team members. Best for people who use shared Agents, Workflows, and Knowledge Base content.

Admin

Administrative access for managing team settings, integrations, users, and workspace configuration.
You can also create custom roles when a team needs a more specific set of privileges. For example, you can create a Workflow Builder role that can create and edit Workflows without giving that person billing or SSO access.

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Create a custom role

1

Open organization settings

Click your account name at the bottom of the sidebar, then click the gear icon next to your organization name.
2

Go to Roles

Click Roles in the left sidebar.
Roles page in Organization Settings showing list of managed roles
3

Create the role

Click Create Role. Add a clear name and description, such as Workflow Builder or Support Manager.
Create Role page with name and description fields
4

Choose automatic updates

Use Automatically receives privileges if the role should stay aligned with one of Cassidy’s managed roles.When this setting is enabled, Cassidy automatically adds future privileges from the selected managed role to your custom role. Use this for broad roles that should evolve with Cassidy, such as a custom role based on Member. Leave it blank for tightly controlled roles where you want to review every new privilege manually.
5

Select privileges

Turn on the privileges this role should grant. Privileges are grouped by area, such as Agents, Workflows, Knowledge Base, meetings, and admin settings.
6

Save the role

Click Create Role.
Your custom role is ready to assign to team members.

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Assign roles to a team member

1

Open organization settings

Click your account name at the bottom of the sidebar, then click the gear icon next to your organization name.
2

Go to Team Members

Click Team Members in the left sidebar. Find the user you want to update.
Team Members page showing users with role and group assignments
3

Update their roles

Click the role selector next to the user’s name. Add or remove managed roles and custom roles.
4

Save changes

Save the update. The team member’s privileges update immediately.
Assign the narrowest role that lets someone do their job. Add another role only when they need another clear set of privileges.

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Groups

Groups organize team members so you can share resources with many people at once. Groups do not grant workspace privileges like creating Agents, editing Workflows, inviting members, or managing billing. Use roles for those privileges.
When you share an Agent, Workflow, Knowledge Base collection, Chat folder, or Meeting folder, you can choose which groups and individuals can access it. See the sharing and permissions guides for each:

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Create a group

1

Open organization settings

Click your account name at the bottom of the sidebar, then click the gear icon next to your organization name.
2

Go to Groups

Click Groups in the left sidebar.
Groups page in Organization Settings showing list of existing groups
3

Create a new group

Click Create Group. Give the group a descriptive name (e.g., “Sales Team”, “Marketing”, “Customer Support”).
Create Group dialog with name field
4

Add members

Search for and select team members to add to the group. You can also add members later.
Team member row showing role and group assignment dropdowns
5

Save

Click Save to create the group.
Your group is now active. You can share Agents, Workflows, Knowledge Base collections, chats, and meetings with the group.

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How multiple groups work now

A user can belong to multiple groups. Each group can make different shared resources visible to that user. For example, if a user is in the Sales group and the Customer Success group, they can see resources shared with either group. Whether they can create or edit resources depends on their roles.
For most teams, a simple structure works well:
  • All Employees: A broad group for resources everyone should see.
  • Department groups: Sales, Marketing, Support, Operations, or other teams that need access to department-specific resources.
  • Project groups: Temporary or cross-functional teams that need access to a focused set of Agents, Workflows, or Knowledge Base collections.
Avoid using groups to mirror every job title. Use roles for job responsibilities and groups for resource visibility.

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Next steps

Invite team members

Add colleagues to your workspace and assign their roles and groups.

Set up SSO

Automatically assign roles and groups based on your identity provider.