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👨‍⚖️ Roles and Permissions in Cobrief

Which permissions and roles you have in Cobrief

Written by Yoki Kahsay

Your role determines what you can do in the workspace. Choose a role based on whether your colleague needs to read, write bids or manage the setup.

To see all users and invitations, click Settings (the cogwheel at the bottom left) and select the Manage users tab.

Which roles are available in Cobrief?

Cobrief has three standard roles: Administrator, Member and Contributor.

1. Administrator

An administrator can manage the workspace. The subscription determines which features are available.

  • Full management access: Can manage users, change the tender search, approve search profile changes proposed by the agent, and manage the subscription and integrations.

  • Billing: Responsible for the subscription and billing.

  • Important: A workspace must always have at least one administrator.

2. Member

This is the role for most people who will actively work in the tool.

  • Work: Can create, view and work with tenders and procurements.

  • Cobrief AI: Can use the AI agent and other AI features to write and analyse a bid.

  • Knowledge base: Can upload and manage documents that the AI can use as source material.

  • Restriction: Cannot change the tender search or add or remove other users.

3. Contributor

This role suits stakeholders who need to view content and provide input, but will not actively write bids.

  • View content: Can view tenders, procurements, completed AI briefs and workspace members.

  • Provide input: Can add comments.

  • Personal alerts: Can set up their own tender alerts.

  • No AI agent access: Cannot access the AI agent or the Library. The agent does not appear in the menu, and the ⌘J / Ctrl+J shortcut does nothing. They can still start the AI brief on documents already attached to the tender.

  • Protected content: Cannot edit bids or manage tenders.

Choose Member for colleagues who will write bids and use AI. Choose Contributor for those who will read and comment. Give the Administrator role to those who will also manage users, settings and the subscription.

If none of the standard roles fits, on Ultra and Enterprise you can create your own roles with exactly the permissions you need. Read more about custom roles.

How to invite new users

Getting the whole team on board is quick.

  1. Click Settings in the menu on the left (the cogwheel).

  2. Select the Manage users tab.

  3. Enter the email address and choose the role.

  4. Click Invite New User.

The person receives an email with an invitation link that is valid for one month.

Change a colleague's role

Does a contributor need to do more, or do you need another administrator?

  1. Find the user in the list.

  2. Click the dropdown next to their name (where it says, for example, "Member").

  3. Select the new role. The change takes effect immediately.

Permissions at a glance

Feature

Contributor

Member

Admin

View tenders and procurements

✅

✅

✅

Read and start AI briefs on attached documents

✅

✅

✅

Add comments

✅

✅

✅

Set up personal tender alerts

✅

✅

✅

Manage tenders and procurements

✅

✅

Use the AI agent and AI to write bids

✅

✅

Use the Library (knowledge base, AI instructions, skills)

✅

✅

Set up tender searches and approve agent suggestions

✅

Invite and manage users

✅

Change settings

✅

Manage the subscription

✅

Configure integrations

✅

Frequently asked questions

What if the only administrator leaves? The system does not allow a workspace to have no administrator. Give another user the Administrator role before removing the person who is leaving.

Can contributors use the AI agent? No. Administrators, members and custom roles with agent access can use the AI agent. A contributor does not see the agent in the menu, the ⌘J / Ctrl+J shortcut does nothing, and the Library is unavailable. If the person needs the agent, an administrator can change their role to Member. Read more in The global agent.

Does it cost extra to invite more people? Administrators, members and custom roles count as users in the subscription. Each plan has a separate contributor allowance: 3 on Pro, 10 on Max and 30 on Ultra. Check your subscription page for details, or contact us in the chat.

Can I invite someone who already uses Cobrief? Yes. They will receive an invitation and can accept it with their existing account. They can then switch between workspaces.

What happens if the invitation expires?

Invitations are valid for one month. If one expires, you can resend it from the user list.

Can I hide individual tenders from some members? Access is managed per workspace. Everyone with access can see the tenders there. If you hide a tender, it is hidden for all users in the workspace, not just you.

Three common choices

  • A manager needs to read and comment: Choose Contributor. This role can provide input through comments, but has no separate approval function.

  • A colleague needs to write bids and use the agent: Choose Member. This person counts as a user in the subscription.

  • A colleague is taking over administration: Give them the Administrator role. If they are new, they must accept the invitation before the last existing administrator can be removed.

You can have different roles in different workspaces. Make sure you have opened the right workspace before changing a role.

How does changing roles affect the price?

Administrators and members use the same user seats. Switching between these two roles therefore does not change the user count. Changing a contributor to a member or administrator may add a user charge if you have used all the seats included in the plan.

Check the total under Settings → Prices and plans. See also the examples in the plan guide.

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