Roles and permissions
Decide who sees what, down to a single block.
Give every person a base role, add custom roles like on a Discord server, set exceptions for one page and choose who can see each block. The server enforces every rule, so hidden content does not reach people who may not see it.
Simple by default. Detailed when you need it.
Roles
Reviewer
3
Admin
2
Editor
7
Viewer
12
Owner
1
Q3 budget
Enforced on the serverSalary bands
Admin and up · plus Reviewer
Anna
Editor
Reviewer
Design
The problem
Sharing is usually all or nothing.
Most tools let you share a whole folder or nothing at all. Then sensitive notes end up in separate documents, and nobody remembers who can see what.
One link opens everything
Sharing a folder exposes pages that only part of the team should read.
Too few roles
View or edit is not enough when a reviewer, a client and a contractor all need something different.
Hidden only on screen
Content that is merely hidden in the interface can still be read from the page source.
No way to check
When access is unclear, people ask around instead of looking it up.
ReadyTools Workspace
In syncFour fixed roles that mean the same everywhere, plus your own custom roles.
Exceptions for one page or one block, without touching the rest.
A "Who can do what" view that explains every decision.
What you get
Clear rules that hold everywhere.
Permissions in Workspace are one system for pages, blocks, people and published sites, and every answer comes from the server.
Four built-in roles
Owner, Admin, Editor and Viewer are fixed, so they mean the same in every Workspace. Need something different? Copy one into a custom role.
Custom roles as pills
Create roles such as Reviewer or Client, give them with one click and see them as colored pills next to each member.
Viewer is the floor
Every member can at least view. A custom role adds to someone's base role and can never take away what every Viewer has.
Page exceptions
Allow or deny a single capability for one role or one person on one page and everything under it.
Block visibility
Choose Everyone, Editor and up, or Admin and up for any block, then let in or keep out custom roles. One button resets every block on the page.
Enforced on the server
People who may only read never receive hidden blocks from the server, and published sites leave them out of the page entirely.
Comparison
Permissions that do more than hide buttons
See how Workspace handles access compared with a typical notes or docs tool.
| Typical notes tool | ReadyTools Workspace | |
|---|---|---|
| Roles | View or edit | Owner, Admin, Editor, Viewer plus custom roles |
| Scope | Whole workspace or folder | Workspace, page and single block |
| Hidden content | Hidden in the interface only | Not delivered to readers who may not see it |
| Published pages | Everything on the page goes public | Blocks hidden from Viewer are left out of the site |
| Checking access | Guess or ask the admin | "Who can do what" explains each decision |
| Changes | No record of who changed access | Activity log for every permission change |
How it works
Set up access in three steps
Start with the built-in roles. Add detail only where your team needs it.
01
Invite people with a base role
Everyone joins as Viewer, Editor or Admin. Only the Owner can appoint Admins, and nobody is moved into Owner.
02
Add custom roles
Create a role, pick what it adds, and give it to people with the plus next to their name.
03
Fine-tune pages and blocks
Open a page or block, choose who can see it, and use "Who can do what" to check the result.
Frequently asked questions
Everything you need to know before you open your first page.
Share with confidence.
Open your Workspace, invite your team with the right roles and decide who sees each page and block.
Free to start. Private until you share.
Explore more
More ways Workspace helps
Team wiki
Build your team wiki and knowledge base in ReadyTools Workspace. Real-time editing, roles, comments, team chat, search and public docs in one secure place.
Encrypted notes
Write private notes in an encrypted notes app built for real work. ReadyTools Workspace protects pages with AES-GCM-256, encrypted Vault files and page-level sharing.
Workspace database
Build a secure online database inside ReadyTools Workspace. Organize records, views, relations and permissions for projects, clients, content and more.
ReadyTools Workspace
Notes, files, Lara AI, teamwork and publishing in one secure workspace.