Every person in your Databook organization has one role. The role decides what they can do: use the Databook app, build in AI Studio, set things live for the whole organization, view analytics, or manage your organization in the Admin Console.
The four roles
Roles build on each other. Each role includes everything the role below it can do, plus more.
User: Uses the Databook app. Users have no access to AI Studio, analytics, or the Admin Console.
Builder: Adds AI Studio for their own work. Builders can create assets, coaches, and prompts and set them live for themselves only.
Strategist: Adds organization-wide publishing and analytics. Strategists can set assets, coaches, and prompts live for everyone in your organization, and can view analytics.
Organization Admin: Adds the Admin Console. Organization Admins manage user licences and access, teams and team membership, role assignment, integrations, and branding.
Permissions at a glance
Capability | User | Builder | Strategist | Organization Admin |
Use the Databook app | Yes | Yes | Yes | Yes |
Access AI Studio, build and preview | No | Yes | Yes | Yes |
Set live for yourself | No | Yes | Yes | Yes |
Set live for the whole organization | No | No | Yes | Yes |
View analytics | No | No | Yes | Yes |
Admin Console (licences, teams, roles, integrations, branding) | No | No | No | Yes |
This applies in the same way to assets, coaches, and prompts, across Prompt Studio, Coach Studio, and SmartTemplate Studio.
Building versus setting live
There are two separate things you can do in AI Studio:
Build: Create or edit an asset, coach, or prompt, and preview the result.
Set live: Make it available for use, either for yourself or for your whole organization.
Roles control the scope of setting live. Anything a Builder sets live appears for them only. It does not appear in anyone else's AI Studio or change what their colleagues see. Only a Strategist or an Organization Admin can set something live for the whole organization.
For example:
A Builder on your sales team writes a prompt tuned to how they run discovery calls and sets it live. It is ready for them to use on any account, and nobody else sees a change.
A Strategist in sales enablement takes a prompt that is working well and sets it live for the organization. It now appears for every user.
This lets individuals experiment at their own scope while a smaller group decides what becomes your organization's standard.
Setting a default role for your organization
An Organization Admin can set a default role for your organization from the Membership page of the Admin Console. Every new user is given that role automatically, so you do not need to assign roles one by one.
The default role is also how you decide who gets AI Studio:
If you want to | Set the default role to | What new users get |
Open AI Studio to everyone | Builder | AI Studio for their own work. Raise selected users to Strategist or Organization Admin. |
Grant AI Studio deliberately | User | App access only. Raise individuals to Builder or above as needed. |
Trial AI Studio with one team first | User | App access only. Raise a pilot group to Builder, then change the default when you are ready. |
Things to know about the default role:
It applies to your organization only.
It applies to every new user, whether they are invited manually, added by bulk import, or provisioned through SSO or just-in-time provisioning.
Changing it affects new users only. Existing users keep their current role, so if you are opening AI Studio to people who are already in Databook, you will need to update their roles separately.
What roles do not cover
Team-level publishing: You can set something live for yourself or for the whole organization. You cannot set it live for a single team.
Per-feature roles: A role applies across the whole platform. You cannot grant AI Studio access separately from the rest of a role.
Shared editing: A user cannot edit or set live an asset, coach, or prompt that a colleague created. If a Builder has created something you want to set live for the whole organization, raise their role to Strategist so they can set it live. It stays live for everyone even if you change their role back to Builder afterwards.
Changing someone's role
Only an Organization Admin can change a user's role. If you need a different level of access, ask an Organization Admin in your organization. For more on managing your organization, see Managing users and teams in the Admin Console.