Workspaces, Roles, and Permissions

Sophic organizes your team's operational knowledge into workspaces, each with its own members, data, and access controls. This guide explains how workspaces isolate data, what the roles are, how folder visibility works, and how to invite people.

Workspaces and data isolation

A workspace is the container for everything your team captures: documents, captures, folders, integrations, and members. Every workspace isolates its own data, so knowledge in one workspace is never visible from another. Access is scoped to a single workspace at a time, and you can belong to more than one.

Member limits depend on your plan, and they are enforced server-side when you invite people:

• Free: up to 3 members
• Basic: up to 25 members
• Business / Enterprise: unlimited members

The role hierarchy

Every member is assigned one role. From highest to lowest:

1. Owner
2. Admin
3. Editor
4. Viewer
5. Agent-only

Higher roles include the access of the roles below them. Workspace owners and admins can create API keys in workspace settings.

Folder visibility tiers

Folders control who can see their contents using one of two visibility tiers:

• Workspace — every member of the workspace can see the folder.
• Role — only members at or above a required role can see the folder.

Use role-restricted folders to keep sensitive runbooks (for example, security or incident material) visible only to the roles that need them.

Note: read-side credentials honor visibility. API keys carry a folder-visibility role, and read endpoints of the public REST API only return documents that live in workspace-visible folders.

Teams

Teams let you group members within a workspace, alongside their individual roles.

Inviting members

1. Open your workspace settings.
2. Go to the members area and choose to invite a new member.
3. Enter the person's email address.
4. Assign them a role (owner, admin, editor, viewer, or agent-only).
5. Send the invite.

The new member joins the workspace at the role you assigned. Remember that Free and Basic workspaces cap total members (3 and 25 respectively), while Business and Enterprise are unlimited.

FAQ

Can someone in one workspace see another workspace's documents?
No. Each workspace isolates its own data, and every query is scoped to a single workspace.

How do I restrict a folder to certain roles?
Set the folder's visibility to role and choose the required role. Only members at or above that role will see it.

Who can create API keys?
Workspace owners and admins create API keys in workspace settings. API access is a Business-plan feature.

I can't add another member — why?
You may have hit your plan's member limit. Free allows up to 3 members and Basic up to 25; upgrade to Business or Enterprise for unlimited members.