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Roles & Permissions

Understand the three roles in CatalEx and what each one can do across the platform.

Overview​

CatalEx uses a simple, fixed role model with three roles: OWNER, ADMIN, and MEMBER. Each company has exactly one OWNER, any number of ADMINs, and any number of MEMBERs. Roles determine what a user can see and do within the platform — particularly around administration, user management, and system configuration.

How It Works​

Every user in a CatalEx company is assigned exactly one role. Roles are hierarchical in terms of capability:

  • MEMBER — The default role for most users. Full access to CatalEx features (chat, tasks, automations, document search) but no administrative capabilities.
  • ADMIN — Everything a Member can do, plus the ability to manage users, configure integrations, and administer the system.
  • OWNER — Everything an Admin can do, plus the exclusive ability to transfer company ownership. There is exactly one Owner per company.
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The first user who creates a company is automatically assigned the OWNER role.

Role Descriptions​

OWNER​

Full control over the CatalEx company. The OWNER is the only user who can transfer ownership to another user. There can only be one OWNER per company. If the OWNER needs to leave the organization, they should transfer ownership first.

ADMIN​

ADMINs manage the day-to-day administration of the platform. They can invite and remove users, configure data sources and integrations, manage MCPs, create and edit agents, and modify company settings. Multiple users can hold the ADMIN role.

MEMBER​

MEMBERs are standard users of the platform. They have full access to all CatalEx productivity features — Intelligence (chat), document search, tasks, automations, and execution health monitoring — but cannot perform any administrative actions.

Permission Matrix​

The table below shows every action in CatalEx and which roles can perform it.

ActionMemberAdminOwner
Use Intelligence (chat)YesYesYes
Search documentsYesYesYes
View and create tasksYesYesYes
Create and manage automationsYesYesYes
View execution healthYesYesYes
Update own preferencesYesYesYes
Invite usersNoYesYes
Disable/enable usersNoYesYes
Delete usersNoYesYes
Configure data sourcesNoYesYes
Trigger full syncNoYesYes
Manage MCPsNoYesYes
Create/edit agentsNoYesYes
Edit company settingsNoYesYes
Transfer ownershipNoNoYes

Role Assignment​

Roles are assigned at two points:

  1. Company creation — The user who creates the company is automatically the OWNER.
  2. Invitation — When an ADMIN or OWNER invites a new user, they select a role (ADMIN or MEMBER) for the invitation.

Changing a User's Role​

There is no direct role-change action in CatalEx. To change a user's role:

  • MEMBER to ADMIN (or vice versa): Disable the user, then send a new invitation with the desired role.
  • Any role to OWNER: The current OWNER uses the Transfer Ownership feature. See User Management for details.
tip

Plan role assignments carefully during invitation. While role changes are possible, they require a disable-and-reinvite workflow.

Configuration​

Roles are a fixed part of the CatalEx platform and do not require configuration. The three roles (OWNER, ADMIN, MEMBER) and their associated permissions are built in.

Security Considerations​

Follow these best practices to keep your CatalEx workspace secure:

  • Minimize the number of ADMINs. Only grant admin access to users who genuinely need to manage the platform. Fewer admins means a smaller attack surface.
  • Choose your OWNER carefully. The OWNER should be a senior, stable team member who is unlikely to leave the organization unexpectedly.
  • Transfer ownership proactively. If the current OWNER is leaving the organization, transfer ownership before their departure. Once an OWNER account is inaccessible, only CatalEx support can help.
  • Review roles periodically. As your team evolves, audit who has ADMIN access and whether they still need it.
warning

If the OWNER leaves your organization without transferring ownership, contact CatalEx support to resolve the situation. This process requires identity verification and may take time.

FAQ​

Can I create custom roles?​

Not currently. CatalEx has three fixed roles: OWNER, ADMIN, and MEMBER. Custom roles are not supported at this time.

What happens if the OWNER leaves the organization?​

The OWNER should transfer ownership to another user before leaving. If the OWNER has already left and did not transfer ownership, contact CatalEx support for assistance. The support team will verify your identity and help reassign ownership.

Can an ADMIN remove another ADMIN?​

Yes. An ADMIN can disable or delete any other user except the OWNER, including other ADMINs.

Can an ADMIN remove the OWNER?​

No. The OWNER cannot be disabled, deleted, or demoted by an ADMIN. Only the OWNER can voluntarily transfer their ownership to another user.