> ## Knowledge Base Index
> Fetch the complete knowledge base index at: https://zztakeoff.crisp.help/sitemap.xml
> Use this file to discover available pages before exploring further.
> Pure-Markdown content can be obtained by appending a '.md' suffix to the content URLs listed in the sitemap (without the trailing slash).

# Permissions & Access Guide

# zzTakeoff Permissions & Access Guide
# ${youtube}[Workspace Sharing and Permissions in zzTakeoff!](X8R9VnFUo_o)
![](https://storage.crisp.chat/users/helpdesk/website/-/4/d/1/0/4d10471f3ff45400/permissions-matrix_1m1lj12.png)
# This guide explains how *roles, licenses, *and *invitations* work in zzTakeoff so you can confidently manage your team’s access.


# **Getting Started (New Accounts & Trial Users)**
To get the most value from zzTakeoff:
✅ Invite everyone on your team who needs to **view blueprints**
✅ Collaborate inside one shared workspace
✅ Avoid starting separate trials for each team member

**Why?**
Collaboration is where zzTakeoff shines. Different team members catch different details, and project communication improves dramatically.

**Good news:** Blueprint viewing is completely FREE.
Invite your team and start collaborating immediately.

⚠️ If multiple team members create separate trials, you will not be collaborating on the same workspace. 
You would still need to invite them to your main workspace to collaborate effectively on your projects.


# **Who Can Invite Users?**
Only users with the following roles can invite others:
* Owner
* Administrator

###### Changing Workspace Ownership
If you need to transfer the **Owner role**, this requires assistance from zzTakeoff.
Please contact:
* Support chat (bottom right of our website)
* Email: support@zztakeoff.com

# **Quick Summary**
| **Role Controls** | **License Controls** |
| What a user is allowed to do | What tools a user can use |
| Set at workspace/project level | Assigned per user |
**Role = Permission Level**
**License = Tool Access**

# **Understanding Roles (Permissions)**
A **role** controls what a user is allowed to do in the workspace.
Each higher role includes everything the roles below it can do.


###### Owner (Highest Level)
Includes everything an **Administrator** can do, plus:
* Primary account contact
* Can change roles and licenses for all users (including Administrators)
* Full billing control and account ownership authority
Each workspace has one Owner.


###### Administrator
Includes everything a **Takeoff** user can do, plus:
* Change licenses for all users
* Change roles for all users **except the Owner**
* Manage billing information
* Invite users to workspace and projects
* Manage workspace-level settings


###### Takeoff (Most Common Role)
Includes everything a **Collaborator** can do, plus:
* Use Takeoff tools (area, linear, segment, count)
* Perform full quantity takeoffs
* Copy Templates
* AI schedule extraction
* Ask AI
* Delete Projects
* Delete Takeoffs


###### Collaborator
Includes everything a **Viewer** can do, plus:
* Create projects
* Rename and organize pages (including deleting pages)
* Use annotation tools (including deleting annotations)
* Manage general project organization
* Collaborators CAN use AI page naming, sheet numbering, and scaling
⚠️Cannot use Takeoff tools (area, linear, segment, count).
⚠️Cannot use AI schedule extraction or Ask AI


###### Viewer (Base Access)
* View blueprints and project information only
* No editing, annotations, or takeoff tools
* Can export project/takeoff data (PDF, CSV, Excel).
* Viewer access to templates:
* 1. Workspace Viewers CAN see the workspace template library, but cannot export or copy templates. 
* 2. Project-only Viewers CANNOT see templates at all. 


# **Understanding Licenses**
A **license** controls what tools a user can access.
🔑 A user only needs a paid license on **one workspace**.
That license allows them to use those tools in any workspace where their role permits it.


### License Types

###### Pro (Most Common)
* Paid license
* Access to Takeoff tools (area, linear, segment, count)
* Access to annotation tools
* Can view blueprints and information

###### Collaborator
* Paid license
* Access to annotation tools only
* Can create projects and organize pages
* Can view blueprints and reporting information
⚠️Cannot use Takeoff tools (area, linear, segment, count).

###### Not Assigned
* No license assigned
* View-only access
* May still have tool access if licensed in another workspace


# **Workspace vs. Project Access**
zzTakeoff has two levels of access:

### Workspace Access
Inviting someone to a **Workspace** gives them access to:
* All projects in that workspace
* Future projects created in that workspace
Think of your workspace as your **company account**.
${color}[#000000](✔) Best for internal team members
✖ Not ideal for external partners who should not see all projects

### Project Access
Inviting someone to a **Project** gives them access to:
* Only that specific project
✔ Best for subcontractors, clients, or limited collaboration
Note: You must have the project open to invite users to that specific project.


If you’re unsure how to structure your team’s access, contact support and we’ll help you set it up correctly.