Role-Based Access Control

Control who can access and modify what in your Zowie workspace with Role-Based Access Control (RBAC). This guide explains how to create roles, assign permissions, and manage team access across your organization.

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Table of Contents

1. Understanding RBAC
2. Role Types
3. Managing Roles
4. Assigning Roles to Users
5. Predefined Roles
6. Workspace Permissions Reference
7. AI Agent (Automate) Permissions Reference

Understanding RBAC

Role-Based Access Control (RBAC) lets you define exactly what each team member can see and do within Zowie. Instead of giving everyone full access, you create roles with specific permissions, then assign these roles to team members.

Key Concepts

Benefits

• Security: Limit access to sensitive features like billing or API headers
• Compliance: Control who can publish changes to production
• Organization: Different teams get access only to what they need
• Accountability: Track who has access to what through audit logs coming soon

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Role Types

Zowie has two distinct role types, each controlling access to different parts of the platform:

1. Workspace Roles

Workspace roles control access to organization-wide settings that affect your entire Zowie account.

Scope: One role per user across the entire workspace

Controls access to:

• Team management (inviting members, managing roles)
• Availability settings (working hours, out-of-office)
• Customer segmentation (properties, segments)
• Integrations (Zendesk, Shopify, Salesforce, etc.)
• AI Agent management (creating/deleting AI Agents)
• Billing information
• Workspace settings

2. AI Agent Roles (Automate)

AI Agent roles control access to the configuration of individual AI Agents. This allows fine-grained control over who can modify each chatbot.

Scope: One role per user per AI Agent - the same user can have different roles for different AI Agents

Controls access to:

• Start configuration
• Regional settings and glossary
• Processes, data types, and variables
• Channels (Zowie Chat, Messenger, WhatsApp, etc.)
• Testing scenarios
• Personality (Persona and Guidances)
• Knowledge base
• Routing rules
• Handovers and surveys
• Versioning and staging
• Dashboards and supervisor tools
• Plugins

Comparison Table

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Managing Roles

Accessing Role Management

1. Navigate to Team in the workspace sidebar
2. Click on the Roles tab
3. Here you can view, create, edit, and delete roles

Creating a New Role

1. Click Create New Role in the top-right corner
2. Fill in the role details:
   • Name: A descriptive name (e.g., "Content Editor", "Bot Administrator")
   • Description: Explain what this role is for
   • Type: Choose either Workspace or AI Agent
3. Select the permissions for this role (see Permissions Reference)
4. Click Save

Editing a Role

1. Find the role in the Roles list
2. Click the Edit icon (pencil)
3. Modify the name, description, or permissions
4. Click Save

Note: You cannot change the role type (Workspace vs AI Agent) after creation.

Deleting a Role

1. Find the role in the Roles list
2. Click the Delete icon (trash)
3. Confirm the deletion

Important: You can only delete roles that are not currently assigned to any users. If the delete button is disabled, the role is still in use.

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Assigning Roles to Users

Assigning a Workspace Role

Each user can have one Workspace role. To assign:

1. Navigate to Team > Members
2. Click on a team member to edit their profile
3. In the Workspace Role section, select a role from the dropdown
4. Click Save

Assigning AI Agent Roles

Users can have different roles for each AI Agent. To assign:

1. Navigate to Team > Members
2. Click on a team member to edit their profile
3. In the AI Agent Access section:
   • Ensure the Automate product toggle is enabled
   • For each AI Agent listed, select the appropriate role
   • Users can have "No role" (no access) or any AI Agent role
4. Click Save

Assigning Roles During AI Agent Creation

When creating a new AI Agent:

1. After configuring the basic settings, you'll see a Who has access? section
2. All users with Automate access are listed
3. Assign roles to determine who can access the new AI Agent

Predefined Roles

Zowie provides predefined Super Admin roles for both role types. These roles grant full access and cannot be modified or deleted.

Workspace - Super Admin

This role grants complete control over the whole Workspace.

Automate - Super Admin

This role grants complete control over the whole AI Agent.

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Workspace Permissions Reference

Workspace permissions are organized into categories. Here is a complete reference of all available permissions:

Team Management

Control who can manage your organization's users and roles.

Availability

Control access to working hours and out-of-office settings that determine when your AI Agents are active.

Customer Segmentation

Control access to customer properties and segments used for personalizing AI Agent behavior.

Integrations

Control who can connect and manage third-party integrations.

AI Agent Management

Control who can create, modify, and delete AI Agents at the workspace level.

Billing

Control access to billing and subscription information.

Workspace Settings

Control access to global workspace configuration.

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AI Agent (Automate) Permissions Reference

AI Agent permissions control what users can do within each specific AI Agent. These are assigned per AI Agent, allowing granular control over who can modify which bot.

Start Configuration

Control access to the AI Agent's initial greeting and configuration.

Regional Settings & Localization

Control access to language settings, regions, and glossary.

Processes

Control access to Decision Engine Processes

[SCREENSHOT: Process permissions section in the AI Agent Role Form]

Data Types

Control access to custom data type definitions used in Processes.

Variables

Control access to variables used across Processes.

Channels

Control access to communication channel configurations.

Testing

Control access to Testing page.

Versioning & Version Values

Control access to version-specific variables that can differ between staging and production.

Staging & Deployment

Control access to the staging environment and production deployment.

Personality - Persona

Control access to the AI Agent's personality and tone configuration.

Personality - Guidances

Control access to specific behavioral guidelines for the AI Agent.

Knowledge

Control access to the AI Agent's knowledge base.

Routing

Control access to intent routing

Transfers & Handovers

Control access to handover rules that transfer conversations to human agents.

Surveys

Control access to pre-chat and post-chat survey configurations.

Dashboards

Control access to analytics dashboards.

Supervisor

Control access to conversation monitoring and debugging tools.

Plugins

Control access to plugin management and configuration.