Understanding collaborator roles and permissions

Everyone on a collection holds exactly one role — Owner, Admin, Editor or Viewer — and that role decides what they are allowed to change. You choose it when you invite someone, and you can change it afterwards from the Collaborators screen.

Note

A role covers the whole collection. There is no way to give someone one cellar and not another — anyone you invite sees every bottle, every storage and every figure in it. Sharing a single storage with a business that keeps wine for you is a different feature, and it lives in wine clubs.

Roles stack: an Editor can do everything a Viewer can, an Admin everything an Editor can, and the Owner everything an Admin can.

What each role can do

Role	What it adds
Viewer	Read-only. Browse, search and filter the collection, locate bottles in 3D, read analytics and the activity feed, and export everything to a spreadsheet. Nothing a Viewer does changes the collection.
Editor	Everything about the wine: adding, editing, moving, drinking and removing bottles; building and reorganising storages and sections; tags, custom fields, deliveries, saved lists and quick filters; running an import; and renaming the collection.
Admin	People. Inviting collaborators, changing their roles and removing them — and opening the Collaborators screen in the first place.
Owner	The plan, and clearing the collection’s contents. There is exactly one Owner, and they cannot be demoted, removed or made to leave.

That table is what the account itself allows. The apps are stricter in two places. On iPhone, iPad and Android the Customization and Import data sections of Collection settings — tags, custom fields, the import options and Hide Market Value — are shown only to the owner and admins. So an Editor can tag a bottle but will not find the screen that manages the tag list. And on iPhone and iPad, the collection’s Name row opens only for the owner and admins, so an Editor renames the collection on the web or on Android.

Reserved for the owner

Two things stay with whoever owns the collection, however senior everyone else is.

The plan. A subscription belongs to the person paying for it. An Admin who taps Subscription is told that only the owner of this collection can manage the subscription.

Clear Collection Contents. Admins see it in Collection settings too, but only the owner can clear the collection.

Ownership itself cannot be handed over in the app, in any role. Email us and we will move the collection between accounts.

When a control is there but your role is not

The apps hide what your role cannot reach, so a Viewer simply never sees Edit or Remove on a bottle. From version 6.40.1, the iPhone and iPad app also hides editing controls from Viewers — adding bottles, editing a wine or a storage, building sections, starting a purchase, and placing bottles in 3D.

On Android, and on older versions of the iPhone and iPad app, a few controls show for every role but only save for the role they need. If something you expected to do comes back as an error rather than being missing, your role is the first thing to check.

What opens anyway	What it really needs
The collection’s Name row in Collection settings	Editor.
Swiping a storage in the storages list and tapping Edit	Editor.
The button that adds a section inside a storage	Editor.
Clear Collection Contents	Owner, as above — Admins are shown it.

Changing someone’s role

Collection settings → Collaborators → tap the person → Role

1. Open Collection settings and tap Collaborators. Only the owner and admins can open this screen in the app.
2. Under People with access, tap the person you want to change.
3. Tap Role and pick Admin, Editor or Viewer. The change takes effect straight away.

Owner is not in that list. Someone still under Invited has not redeemed their code yet — change their role there and the code they were sent still works.

Removing someone, and leaving

To take access away, open the same person’s row and tap Remove … From Collection. They keep their own account and their own collection; they simply lose sight of yours.

To take yourself off a collection somebody else shared with you, open its Collection settings and tap Leave Collection. You are asked to type LEAVE, and the app warns you that you will lose access and cannot undo it. The owner is the one person with no Leave Collection row, because a collection always has an owner.

Next steps

• How to add collaborators — inviting someone in the first place, on each platform
• How to change a collection’s owner — the one role you cannot assign yourself
• How to manage wine club memberships — sharing a single storage instead of a whole collection