Workspaces
Workspace Admin Controls
Advanced permission management for enterprise teams
Admin Controls are available on certain paid plans. Contact support@buildbetter.ai to enable this feature for your workspace.
Overview
Unlimited Admins
No restrictions on the number of administrators - assign admin rights to as many people as needed
Protected Settings
Organization-wide settings are only accessible to admins, keeping critical configurations secure
Member Autonomy
Members retain control over their personal settings while being restricted from organization-wide changes
Default Privacy
Set organization-wide default privacy settings that apply to new members
Understanding Admin vs Member Access
When Admin Controls are enabled, your workspace operates with clear permission boundaries:What Non-Admins CAN Access
Non-admin members maintain full autonomy over their personal experience:✅ Profile & Preferences
- Profile information and avatar
- Notification preferences
- Email settings
- Time zone and language
- Personal API tokens
- Personal calendar connections
- Individual Slack notifications
- Personal export preferences
- Custom keyboard shortcuts
What Non-Admins CANNOT Access
Admin-only areas protect critical organizational functions:Organization Settings
Organization Settings
❌ Workspace Configuration
- Workspace name and branding
- Bot name and appearance
- Domain management
- Default language settings
- Call recording rules
- Auto-join configuration
- Bot permissions
- Platform integrations
Team Management
Team Management
❌ Member Administration
- Inviting new members
- Removing team members
- Changing user roles
- Viewing full member list
- Managing permissions
- Domain allowlisting
- Invite link generation
- SSO configuration
- Guest permissions
Critical Configurations
Critical Configurations
❌ System Settings
- Taxonomy management
- Custom document templates
- Organization-wide integrations
- Workflow automations
- Custom context (AI training)
- CRM connections (Salesforce/HubSpot)
- Support platform integrations
- Enterprise tool connections
- API configurations
Financial & Security
Financial & Security
❌ Billing & Usage
- Payment methods
- Subscription management
- Usage statistics
- Invoice history
- Audit logs
- Data retention policies
- Export controls
- Compliance settings
Setting Default Privacy
Organizations can establish baseline privacy settings that apply to all new content and members:1
Request Configuration
Email support@buildbetter.ai with your desired default privacy settings
2
Choose Privacy Level
Select your organization’s default:Private by Default
- All new content is private to creator
- Users must explicitly share
- Best for: Sensitive industries, regulated environments
- All new content visible to workspace members
- Users can restrict if needed
- Best for: Transparent cultures, small teams
- Different defaults for different content types
- Role-based visibility
- Best for: Complex organizations
3
Implementation
BuildBetter support will:
- Configure your chosen defaults
- Apply to all new members joining
- Provide documentation for your team
4
User Override Rights
Individual users always retain the ability to:
- Change privacy for their own content
- Set personal preferences
- Create private folders
- Control sharing on a per-item basis
Important: Default privacy settings only apply to new content created after the configuration. Existing content retains its current privacy settings unless manually changed.
Enabling Admin Controls
Prerequisites
Before enabling Admin Controls, ensure:Your workspace is on a qualifying paid plan
You have identified who should be administrators
Team members understand the upcoming changes
You’ve documented admin responsibilities
Activation Process
1
Contact Support
Email support@buildbetter.ai with:
- Your workspace name
- List of initial administrators
- Desired default privacy settings
- Any specific requirements
2
Configuration Review
BuildBetter support will:
- Verify your plan eligibility
- Review your requirements
- Schedule activation
- Provide training materials
3
Activation
During activation:
- Current admins retain access
- Members see updated permissions
- No data or settings are lost
- Changes take effect immediately
4
Post-Activation
After enabling:
- Review admin assignments
- Communicate changes to team
- Monitor for any issues
- Adjust as needed
Best Practices
Admin Assignment
Multiple Admins
Always have 2-3 admins minimum to prevent lockouts during vacations or departures
Role Clarity
Document which admin handles which areas (billing, integrations, team management)
Regular Reviews
Audit admin list quarterly to ensure appropriate access levels
Succession Planning
Have a plan for admin transitions when team members change roles
Communication
When implementing Admin Controls: Before Activation- Announce the change with clear timeline
- Explain what will and won’t change
- Address concerns proactively
- Provide training resources
- Send summary of new permissions
- Highlight where to get help
- Monitor for confusion
- Gather feedback
Common Configurations
Typical Setup:
- IT team as admins for integrations
- HR as admin for team management
- Department heads for their areas
- All others as members
Troubleshooting
Common Issues
Member Can't Access Settings
Member Can't Access Settings
Symptom: User reports missing settings optionsSolution: This is expected behavior. Direct them to their personal settings which remain accessible
Need Temporary Admin Access
Need Temporary Admin Access
Symptom: Member needs one-time admin accessSolution:
- Temporarily promote to admin
- Complete required task
- Revert to member role
- Document the change
Admin Left Company
Admin Left Company
Symptom: Lost admin access due to departureSolution: Contact support@buildbetter.ai with proof of organization ownership for admin recovery
Getting Help
If you encounter issues with Admin Controls:- Check Documentation: Review this guide and related articles
- Contact Admins: Your workspace admins can help with most issues
- Email Support: support@buildbetter.ai for technical problems
- Emergency Access: For urgent admin access issues, call our priority support line
Frequently Asked Questions
Can we have unlimited admins?
Can we have unlimited admins?
Yes! There’s no limit to the number of administrators you can assign. We recommend having enough admins to cover all time zones and departments while maintaining security.
Will existing members lose access to features?
Will existing members lose access to features?
No. Members retain full access to all core BuildBetter features. They only lose access to administrative functions they likely weren’t using anyway.
Can members still invite others?
Can members still invite others?
By default, no. Only admins can invite new members when Admin Controls are enabled. This prevents unauthorized access and helps maintain security.
What happens to existing content?
What happens to existing content?
Nothing changes for existing content. Current privacy settings and permissions remain exactly as they were. Only new content follows the default privacy rules.
Can we disable Admin Controls later?
Can we disable Admin Controls later?
Yes. Contact support to disable Admin Controls. All members will regain full access to administrative functions.
Admin Controls help larger organizations maintain security and consistency while preserving the flexibility that makes BuildBetter powerful. For questions about enabling this feature for your workspace, contact support@buildbetter.ai.