AI Studio is available to users who have the Builder, Strategist or Organization Admin role. As an Organization Admin, you decide who gets it by setting a default role for new users and by changing the roles of individual users.
Who can do what in AI Studio
Each role includes everything the role below it can do, plus more.
Role | AI Studio | Can set live for | Also includes |
User | No | Not applicable | Databook app |
Builder | Yes | Themselves only | Databook app |
Strategist | Yes | Themselves or your whole organization | Analytics |
Organization Admin | Yes | Themselves or your whole organization | Analytics and the Admin Console |
Giving someone Builder access does not let them change what the rest of your organization sees. A Builder can create prompts, coaches and assets and set them live for themselves only. Only Strategists and Organization Admins can set something live for everyone in your organization.
Only an Organization Admin can change a user's role.
Choose how widely to open AI Studio
If you want | Set the default role to | Then |
AI Studio for everyone | Builder | Raise the people who will manage organization-wide content to Strategist. |
AI Studio for selected people only | User | Raise individuals to Builder or Strategist as needed. |
To try AI Studio with one team first | User | Raise the pilot team to Builder. When you are ready to open it up, change the default role to Builder. |
Set the default role for new users
The default role is the role every new user gets automatically. It applies to users you invite by email, add by CSV upload, or who are provisioned through single sign-on.
In Databook, select your profile icon in the top right and choose Admin Settings.
In the left panel, select Config, then Membership.
Set the default role to Builder to open AI Studio to all new users, or User to keep it restricted.
Changing the default role only affects users added after the change. People who are already in your organization keep their current role until you change it.
Change the role of existing users
Go to Admin Settings > Config > Membership, then open the Users tab.
Find the user in the table.
Select the role dropdown next to their name.
Choose Builder or Strategist.
Role changes take effect immediately. If you are opening AI Studio to an organization that already has many users, each existing user's role is changed individually.
Invite new users
Invite users from the Users tab with + Invite. New users receive your default role, so set it before you send invitations. If someone needs a different role, change it afterwards from the Users tab.
What your users will see
When a Builder, Strategist or Organization Admin sets a prompt, coach or asset live, they choose who it is live for: Only me or Everyone in my organization. Builders can only set items live for themselves.
You can check access is working by asking a user you have just changed to sign in and look for AI Studio, which contains Prompt Studio, Coach Studio and SmartTemplate Studio.
Troubleshooting
What you see | What to check |
A user cannot see AI Studio | Check their role on the Users tab. Users with the User role do not have AI Studio. Change them to Builder or above. |
New users are not getting AI Studio | Check that your default role is set to Builder. Users added before you changed it keep their previous role. |
A Builder cannot set an item live for the whole organization | This is expected. Only Strategists and Organization Admins can do this. |
A user has lost access to analytics | Analytics is available to Strategists and Organization Admins only. Change their role if they need it. |
For more on what each role can do, see User roles in Databook.