Introduction: Permission Types

Learn how Caplena’s role-based and project-specific permissions work.

When many people collaborate in Caplena, it’s important that everyone has exactly the access they need. Caplena makes this easy through roles and object-level permissions. Below is the simplest possible explanation of how everything works.

The Two Things That Control Access:

1) Roles → Your default access everywhere

A role defines what someone can do across the whole Caplena workspace.

Think of a role as your “driving license type”, it gives broad permissions. 

What roles decide:

• Can the user upload projects?
• Edit topics and answers?
• Create reports?
• Spend credits on AI operations?
• Manage the team or subscription?

Examples:

• Someone with Admin can access everything.
• Someone with Reporting Only can access only reports that are explicitly shared.

Roles = your baseline abilities across the whole organization.

You can find more information on roles here.

2) Object-Level Permissions → Extra access to a specific project or report

These permissions are added individually to:

• one project
• one report

Example:

A freelancer has a very restricted role (External Coder), but you give them access to 1 specific project. They will see only that project, nothing else.

Object permissions can only ADD access they never remove what a role already provides.

You can find more information on project permissions here.

How the Two Types Work Together

Caplena evaluates access in this order:

1. Role → global abilities
2. Object-Level Permissions → extra access
3. Permissions cannot restrict the role
4. Access to a project automatically includes access to the reports inside it

This combined model gives you:

• simplicity for admins
• flexibility for collaboration
• safety when sharing reports externally