Roles
Every person in a Space has exactly one role. It determines what that person may do.
When inviting, ApptiveGrid asks: The user can: — and offers the roles to choose from.
The four roles
| Role | Description in the interface |
|---|---|
| Owner | The person the Space belongs to |
| Manage | edit and configure this Space |
| Edit entries | edit content but not configure anything |
| Read only | not edit or configure the Space |
Why "Manage" and not "Administrator"
In the interface, this role is called Manage. In one place — API Credentials — a comparable level uses the term Admin instead. It refers to a similar level of permission, but these are two separate things: roles apply to people within a Space, API credentials apply to programmatic access across all your Spaces.
What the roles allow
The line runs between content and structure:
- Content is the entries and how they're presented.
- Structure is anything that creates, deletes, or exposes something externally.
| Read only | Edit entries | Manage | |
|---|---|---|---|
| Read — Grids, entries, fields, views, Flows, users | ✓ | ✓ | ✓ |
| Create, change, delete entries | – | ✓ | ✓ |
| Update a view | – | ✓ | ✓ |
| Configure a Flow step | – | ✓ | ✓ |
| Create, change, delete fields | – | – | ✓ |
| Create, change, delete Grids | – | – | ✓ |
| Create, delete, share views | – | – | ✓ |
| Create, change, delete forms | – | – | ✓ |
| List forms | – | – | ✓ |
| Create, delete Flows; add and remove steps | – | – | ✓ |
| Share Space, manage shares | – | – | ✓ |
| Create, change, delete Spaces | – | – | ✓ |
| Create, change, test webhooks | – | – | ✓ |
| Manage API credentials | – | – | ✓ |
The Owner role is equivalent to Manage and additionally may adjust the plan and seats. The interface says so explicitly: The owner can adjust the plan.
Three things that surprise people
Edit entries reaches further than "just entries"
The short description edit content but not configure anything is a bit too narrow. Whoever has Edit entries may additionally:
- Update views — change an existing view. This affects everyone using that view, including shared links.
- Configure Flow steps — change the settings of an existing step. Only Manage may create or delete new steps.
Creating, deleting, and sharing remain reserved for Manage in both cases.
Not every view change is the same
Under the hood, two kinds of view change are distinguished: one that Edit entries allows, and one that requires Manage. Which control falls into which category is deliberately not listed here — the assignment can change along with the interface.
If you're relying on someone with Edit entries not being able to change a specific setting, verify it with a test account.
What this means for Flows
A person with Edit entries can change the configuration of a Flow step — for example the recipient of an email, or the target address of an HTTP request.
The process looks the same on the outside, but the result isn't. If a Flow sends sensitive data or contains credentials for an outside system, think carefully about who in the Space has Edit entries.
Readers don't see the forms list
List forms is reserved for Manage. Any role, however, may read an individual form.
In practice this means: someone with only Read only won't find any forms in the navigation area under a Grid — but can still open and fill in a form if they have the link. This isn't a bug, it's by design.
When a button is missing
ApptiveGrid only shows features when the role allows them. There's no error message and no grayed-out button — the feature is simply not there.
This is the most common reason for "it looks different on my screen than on yours." In that case, check the role first.
Role and cost
Only Read only is free. Edit entries, Manage, and Owner each occupy a seat.
The owner can purchase additional seats for users with editing rights. Read-only access is free.
When in doubt, start with "Read only"
Grant editing rights only where they're actually needed. Someone who's only meant to read data costs nothing — and can still fill in forms restricted to Anyone in this Space.
→ Seats
Changing a role
Open Share Space and change the role in the Shared with list. The change takes effect immediately.
Downgrading to Read only frees up a seat.