In Beautiful.ai, every workspace has different types of users with different levels of access. Roles determine what a person can do within a workspace, from managing billing to creating presentations or collaborating as a guest.
Roles Overview
Owner
The person who creates the workspace (or is assigned ownership).
Can add or remove members and guests.
Manages billing, plan upgrades, and downgrades.
Performs all Librarian functions.
Always retains access to all workspace content.
Each team must have at least one Owner.
Librarian
Manages shared content across the team.
Can create and manage Team Resources such as shared slides, assets, presentations, and themes.
Typically responsible for curating and maintaining organization-wide content libraries.
Cannot manage billing or user roles.
Member
Holds a paid seat in the workspace.
Default role for users added to a team.
Can create and edit presentations.
Has access to all features included in the workspace’s current plan.
Cannot manage users, billing, or Team Resources.
Guest
Added automatically when invited to collaborate on a presentation.
Can view or edit specific presentations they’ve been invited to.
Cannot create new presentations or access workspace-level features (like Team Folders or shared resources).
May use premium editing features (for example, Team Resources or custom fonts) if included in the workspace plan.
Guest capacity depends on the workspace plan.
Guests can be managed or removed by Owners.
| Feature / Action | Owner | Librarian | Member | Guest |
|---|---|---|---|---|
| Profile Access | ✅ | ✅ | ✅ | ✅ |
| Content Distribution | ✅ | ✅ | ✅ | ⚠️ (only if granted access) |
| Manage Team | ✅ | ❌ | ❌ | ❌ |
| Team Resources | ✅ | ✅ | ❌ | ❌ |
| Billing | ✅ | ❌ | ❌ | ❌ |
| Audit Logs | ✅ | ❌ | ❌ | ❌ |
| SSO Setup | ✅ | ❌ | ❌ | ❌ |
| Create Presentations | ✅ | ✅ | ✅ | ❌ |
| Edit Presentations | ✅ | ✅ | ✅ | ✅ (shared only) |
⚠️ Guests have limited, presentation-level access only. They can collaborate within shared decks but cannot create or manage workspace content.
Notes on Managing Roles
Each workspace must always have at least one Owner.
Owners can promote or demote users between roles.
Librarian and Member roles can coexist in the same workspace, depending on team structure.
Guests are not counted as paid seats, but capacity is limited based on plan type.
Removing a member automatically revokes their workspace access.
Comments
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That’s a really useful question, and the article explained it clearly—when you delete a Team, your seats don’t disappear immediately; usually, they become available for reassignment or are returned to your account depending on the platform’s policy. I liked how it emphasized planning ahead before deletion, because it prevents losing access or creating confusion for other members. It actually reminded me of how capcutmodaapk organizes content for users—having a clear system in place makes transitions smooth and stress-free. Do you usually reassign seats first, or do you let them free up after deletion?
That’s a really useful question, and the article explained it clearly—when you delete a Team, your seats don’t disappear immediately; usually, they become available for reassignment or are returned to your account depending on the platform’s policy. I liked how it emphasized planning ahead before deletion, because it prevents losing access or creating confusion for other members. It actually reminded me of how retatube organizes content for users—having a clear system in place makes transitions smooth and stress-free. Do you usually reassign seats first, or do you let them free up after deletion?
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