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3. Workspace Governance & Role Assignment

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Updated

Now that your goals and timeline are locked in, it is time to set up your workspace. Establishing clear governance from the start prevents accidental edits, keeps your data secure, and ensures everyone on your team knows exactly what they are responsible for.

 

 

Understand the Hierarchy: Workspace & User Groups

The Gnowbe Dashboard is structured around two main layers: the Workspace and Groups. To navigate the platform effectively, it helps to think of your setup like an office building:

 

  • The Workspace (The Office Building)
    • Think of a workspace as your digital office space. It is a secure, dedicated environment where your organization’s programs, analytics, and user data live.
    • It is the top-level environment where your global settings live. 
    • This is where you oversee the entire platform—from setting up your company branding to managing billing.
       
  • User Groups (The Meeting Rooms)
    • Groups house a specific collection of users that you define (e.g., based on department, team, training cohort, location, etc.). 
    • You might set up a group for New Hire Onboarding 2026, a group for the Sales Team, or a group for Event Attendees. 
    • Groups are where you assign specific learning programs to a specific audience.

 

 

Understand Permission Levels: Who Holds the Keys?

Gnowbe uses specific roles to ensure team members only have access to the tools they actually need. Here is a breakdown of the four main permission levels:

 

  • Admins
    • Admins hold the master keys to the entire Workspace. 
    • They handle workspace-wide operations—such as managing global branding, settings, and integrations.
    • Because they have top-level access, Admins can also do everything a Manager or Creator can—from managing specific learners to building and sharing programs.
       
  • Managers
    • Managers are assigned to oversee specific User Groups. 
    • They do not have access to the overarching Workspace level. 
    • Instead, they focus on managing users within their assigned groups—checking analytics, nudging people who fall behind, and evaluating program success.
    • Anyone assigned as a Manager can also do what Creators do.
       
  • Creators
    • Creators are your content builders.
    • They spend their time building programs within Gnowbe's Creator environment rather than managing the dashboard.
       
  • Users
    • These are your learners. 
    • They do not see the administrative dashboard at all. 
    • They simply log in to Gnowbe via mobile or web to access their programs and start learning.
       

đź“Ť These roles are NOT mutually exclusive. A user can hold multiple roles in the Gnowbe ecosystem (e.g., being an Admin, Manager, Creator, and User simultaneously).

 

 

Select Your Platform Leadership

Now it is time to map these Gnowbe roles to your real-world team members. Depending on the size of your team, assigning roles will look different. It might make sense for a small team to give everyone Admin access just to keep things easy, but as your organization grows, your needs change. 

For bigger teams, it is much better to be intentional with your assignments to maintain strong security and a clean platform.

  • Who should be an Admin? 
    • This role is for anyone overseeing your overall deployment and platform strategy. 
    • You'll want to keep this circle small—it is typically reserved for key stakeholders like your Head of L&D, HR Director, or lead Project Manager.
    • 👉 Learn how to assign Admins to your workspace.
       
  • Who should be a Manager?
    • Assign someone as a Manager to have them manage and track specific user groups or teams. 
    • This role is perfect for middle management—typically regional sales managers, team leads, or event coordinators.
    • 👉 Learn how to assign Managers to groups.
       
  • Who should be a Creator? 

 

 

By taking a few minutes today to assign the right roles to the right people, you create a secure, scalable workspace that keeps your team aligned and organized.


👉 4. How to Navigate the Gnowbe Dashboard

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