Your account

Team members and roles

What a manager, an administrator, a consultant and a viewer can each do in Spyral, and how roles are assigned in your firm's workspace.

Everyone in your firm shares one workspace. What each person can do inside it is decided by their role.

One account, one firm

Careful

A Spyral account belongs to one firm, permanently. There is no workspace switcher, and an account cannot hold membership of two firms.

Accepting a second firm's invitation fails. If someone who runs their own workspace accepts another firm's invitation, their account becomes a member of that other firm and their own workspace is left without an owner.

Anyone who works with two firms that both use Spyral needs two accounts with two different email addresses.

The four standard roles

Every workspace starts with four roles. Colleagues can hold more than one, in which case their permissions are added together.

	Owner	Administrator	Consultant	Viewer
Read documents and download them	Yes	Yes	Yes	Yes
Upload documents	Yes	Yes	Yes	No
Tag documents	Yes	Yes	Yes	No
Reclassify a document	Yes	Yes	No	No
Delete a document	Yes	Yes	No	No
View companies	Yes	Yes	Yes	Yes
Create companies and edit ownership	Yes	Yes	Yes	No
Run the annual accounts workflow end to end, including filing	Yes	Yes	Yes	No
Ask the assistant a question	Yes	Yes	Yes	No
Read existing chat sessions	Yes	Yes	Yes	Yes
Bookkeeping: create, review and export reports	Yes	Yes	Yes	No
Bookkeeping: create or edit templates	Yes	Yes	No	No
Create and complete tasks	Yes	Yes	Yes	No
Assign a task to someone else	Yes	Yes	No	No
Create and edit projects	Yes	Yes	No	No
Invite and remove colleagues	Yes	Yes	No	No
Create and edit roles	Yes	Yes	No	No
Change a colleague's roles	Yes	No	No	No
Connect a cloud storage account	Yes	Yes	Yes	No
Disconnect or pause someone's sync	Yes	Yes	No	No
Manage billing and firm settings	Yes	No	No	No
Delete the workspace or transfer ownership	Yes	No	No	No

Owner is the person who created the workspace. They hold every permission and cannot be removed by anyone.

Administrator runs the workspace day to day. They can invite and remove colleagues and manage roles, but not billing, firm settings, ownership or deletion.

Consultant is the default role for an invited colleague and covers all the real client work.

Viewer is read only.

Two things that surprise people

Careful

A consultant can file annual accounts but cannot delete a document. Filing is irreversible and leaves your firm, while deletion is treated as workspace administration. If that split does not match how your firm works, give the person an additional role.

Careful

A viewer cannot ask the assistant anything. They can open and read chat sessions other people have had, but they cannot send a message or start a session. A viewer role is genuinely read only.

Reclassifying a document is also administrator level. A consultant who spots a misclassified document can tag it but not change its type, so agree with your firm who does that.

Assigning roles

Roles are chosen when you send an invitation, and changed afterwards from the Team page: find the person under Team Members and choose Edit Roles.

Only the workspace owner can change an existing colleague's roles. An administrator can invite people and set roles at invitation time, but not re-role someone already in the workspace.

Custom roles

If the four standard roles do not fit, the Roles Permissions tab on the Team page lets your firm create its own. A role is a name, a colour, a description and a set of permissions. The editor has a simple view for the common permissions and an advanced view listing every one of them.

Note

You can only grant permissions you hold yourself. An administrator cannot create a role more powerful than their own, and the owner role can never be handed out through an invitation. This is what stops a role editor becoming a way around the hierarchy.

Why a button or a section is missing

Spyral hides what you cannot use rather than showing it greyed out everywhere. Two different things can be happening.

Your role does not include it. Whole cards and tabs simply do not render. The Roles Permissions tab, the Invite Member card, and the Slack, Teams and DocuSign sections all disappear for colleagues without the relevant permission. Where an item is shown but disabled, hovering it explains what is missing and tells you to ask an administrator.

Your firm's plan does not include it. The sidebar entry carries (Locked) and the page opens behind a card explaining what is needed. This affects the document Library, the AI Assistant and Projects. Everything else, including Companies, Annual accounts and Bookkeeping, is always available.

Note

The sidebar currently marks All Companies and Bookkeeping as (Locked) for some firms even though both pages open and work normally. If you see that, click through anyway.

If something described in this help centre is missing for you and neither explanation fits, see How to get help.

Removing someone

Each member row on the Team page has a remove button. Removing takes effect immediately and also removes their roles.

You cannot remove anyone ranked at or above you, and the owner cannot be removed at all.

Nothing they uploaded is deleted. Documents, companies and cycles belong to the firm's workspace, not to the person who created them.

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