Knowledge base permissions by role

What are team roles and permissions?

Helpable team roles and permissions decide who can write, who can check and who reads and learns. The right people keep knowledge, procedures and training up to date, and everyone else sees the finished, published version. You stay in control, and the writing no longer sits with one person.

Helpable has five roles. The owner can do everything, including billing and handing over the workspace. An admin manages content, procedures, training, the team and settings. A training manager runs training: assigning, grading, reports and certificates. A course creator builds training. A member reads published content, confirms procedures and takes training.

How to set up roles for your team, step by step

Helpable gets your team in place on the first day. First, open the Team page and add up to 50 email addresses at once, or copy an invite link and send it yourself. Second, choose a role for each group as you invite them. Third, group people into teams or departments, so you can assign the right training to each group. Fourth, change a role whenever someone's job changes.

Invites expire after 7 days, and you can resend or revoke them at any time. When the business changes hands, the owner can transfer ownership to someone else.

How roles work with training, procedures and reports

Helpable roles make every other feature easier to share. In employee training, a course creator builds the lessons and a training manager assigns them with a due date. Training managers then follow up in progress and reports, while members see their own learning.

For procedures, admins write the steps and ask for a read confirmation, and members confirm each new version. With the AI writer, anyone who edits can draft an article from files and invite the expert to help write or review it.

Roles and permissions for small teams in every sector

Helpable is built for teams of 5 to 50 people. Teams that work on site, such as installation and maintenance or cleaning and facility services, can give a supervisor the training manager role and keep everyone else as a member. Teams that work at a desk, such as agencies and SaaS companies, let several experts write as admins or course creators.

In childcare and home care, a few admins keep the procedures up to date, so every colleague reads the same checked version.

Helpable vs Confluence and Waybook for team permissions

Helpable gives every plan five clear roles for procedures, an internal knowledge base and a public help center, and from Business Plus for training too. Confluence is a workspace for docs and whiteboards, and its Free plan has seats for up to 10 users with permissions that cannot be changed. Waybook brings training, onboarding and documentation together for growing teams, with team roles and role-based training paths. Compare them on Helpable vs Confluence and Helpable vs Waybook.

Helpable has an English and Dutch app and keeps your data in the EU. You can try Business Plus free for 14 days, and no credit card is needed.

How many team members does each Helpable plan include?

Helpable includes all five roles in every plan, and the plan decides how many team members can sign in. Business has 3 seats, Business Plus has 5 and Business Max has 9. When your team grows, you add extra people one by one on any plan, for a fixed price per person. Automatic assignment rules for new members and teams come with Business Max. See the pricing page.