Folktale Roles and Permissions
Assigning the right people to the right roles is the first step to success. This guide outlines each Folktale user role across Workspace and Campaigns, their permissions on the platform, and who might be best suited for each role.
🎯 Who is this for?
This guide is for workspace Owners and Admins who need to understand user roles and permissions in Folktale to set up their teams.
Other roles can use this guide to understand their own permissions.
Overview
Folktale uses two layers of roles to control what users can see and do:
- Workspace roles: apply across your entire workspace and control access to settings, billing, team management, and campaigns.
- Campaign collaborator roles: apply to a single campaign and give you precise control over who can edit, review, or export within that campaign.
Understanding both layers will help you set up your team correctly and avoid common access issues.
First Layer: Workspace roles
Every member in your workspace holds one of five workspace roles.
| Role | What they can do | Who is this for |
|---|---|---|
| Owner | Full control over the workspace. Cannot be removed. | The person who created the workspace. |
| Admin | Full workspace permissions: settings, billing, team management, and all campaigns. | Senior team members responsible for the workspace. |
| Manager | Can manage and edit campaigns they are assigned to. | Primary campaign operators and program managers. |
| Reviewer | Can review responses and add comments on assigned campaigns. | Team members providing feedback on campaign content. |
| Follower | Read-only access to assigned campaigns. Does not count toward your seat limit. | Stakeholders who need visibility without editing access. |
What each workspace role can do
|
Action |
Owner |
Admin |
Manager |
Reviewer |
Follower |
|---|---|---|---|---|---|
|
Edit workspace settings |
✓ |
✓ |
✗ |
✗ |
✗ |
|
Manage billing and plans |
✓ |
✓ |
✗ |
✗ |
✗ |
|
Invite and remove members |
✓ |
✓ |
✗ |
✗ |
✗ |
|
Delete campaigns |
✓ |
✓ |
✗ |
✗ |
✗ |
|
Create and edit assigned campaigns |
✓ |
✓ |
✓ |
✗ |
✗ |
|
Review responses and comment |
✓ |
✓ |
✓ |
✓ |
✗ |
|
View assigned campaigns (read-only) |
✓ |
✓ |
✓ |
✓ |
✓ |
💡 Note: Workspace Owners and Admins automatically have full access to all campaigns in the workspace. They do not need to be assigned to individual campaigns.
Second Layer: Campaign Collaborator roles
Campaign collaborator roles give you more control over who can do what on a single campaign. Use them to assign specific permissions to workspace members or to invite someone outside your workspace to collaborate on a single campaign.
⚠️ Important: Campaign collaborator roles work on top of workspace roles; they do not replace them.
A workspace Owner or Admin always has full access to every campaign, regardless of campaign-level settings.
| Role | Description |
|---|---|
| Creator | The person who created the campaign. Has full access, including unpublishing. This cannot be changed or reassigned. |
| Editor | Can edit the campaign structure and content. Cannot unpublish the campaign or access reports. |
| Analyst (coming soon) | Can view reports, export data, and duplicate the campaign. Cannot edit content. |
| Viewer (coming soon) | Can view and duplicate the campaign. No editing or report access. |
💡 Note: A workspace Admin or the campaign Creator can customise individual permissions on top of these role presets. For example, an Editor can be granted access to reports even though the default Editor role does not include it.
How the two layers work together
When someone holds both a workspace role and a campaign collaborator role, their effective access is the combination of both. Here are some common examples:
| Situation | What they can do |
|---|---|
| Workspace Admin, no campaign role assigned | Full access to all campaigns |
| Workspace Manager + campaign Editor | Can edit that campaign |
| Workspace Manager + no campaign role | Cannot see the campaign |
| Workspace Reviewer + campaign Analyst | Can view reports and responses |
| Workspace Follower + campaign Viewer | Can view and duplicate the campaign |
| No workspace role + campaign Editor (external invite) | Can edit that campaign only |
⚠️ Important: If someone has no workspace role and no campaign collaborator record, they have no access to anything in your workspace.
Common Access Questions
"I can see the campaign but cannot edit it."
Your campaign collaborator role is likely set to Viewer or Analyst. Ask your workspace Owner or Admin to update your role to Editor.
"I cannot see the reports tab."
Viewing reports requires the Analyst role or a custom grant of report access from your Admin or campaign Creator.
"I want to unpublish a campaign, but the button is missing."
Only the campaign Creator can unpublish. If you are not the Creator, contact them directly or submit an unpublish request through the campaign.
"I cannot invite team members."
Only workspace Owners and Admins can invite new members. Check your workspace role in Settings > Team.
"I cannot access billing."
Billing is only available to Owners and Admins. Contact your workspace Owner to make changes.