Teams, Roles & Permissions
Organize your team by site, department, or function. Control what each role can see and do. Corporate sees everything — sites see their own data.
User Management
Built for multi-site food safety organizations where different teams need different levels of access and visibility.
Team Management
Organize users by site, department, or function. Group team members logically so permissions, notifications, and dashboards align with how your org actually works.
Role-Based Permissions
Control what each role can see and do — from read-only auditors to full-access administrators. Permissions apply across agents, dashboards, and data.
Multi-Site Access
Corporate sees everything — trending, benchmarking, and analytics across the fleet. Individual sites see their own data, their own dashboards, their own agents.
Five Roles, One Clear Model
Every team member has one of five roles. Roles are assigned per-team, so a user can have different roles on different teams within the same organization.
Owner
Full control. Manages billing, creates teams, and has superuser access to all team resources.
Admin
Manages team settings, members, integrations, ontology, and automated processes.
Editor
Creates and edits records, uses AI features (Assist, Skills, Delegate), and views own history.
Viewer
Read-only access to data and public dashboards. Cannot use AI features or modify records.
Guest
No base permissions. Only sees records explicitly shared via entity-level access grants.
Granular Control
Per-Record Access Overrides
Beyond roles, Trailhead supports entity-level access control. Grant or restrict access to individual records regardless of a user's team role — perfect for sensitive data, external collaborators, or cross-team projects.
A Guest with Viewer access on a specific product can see that product and nothing else. A "No Access" override blocks even Editors from viewing a record. Team Owners always have full access and cannot be restricted.
Admin
View, edit, delete, and manage access for the record.
Editor
View, edit, and delete the record.
Viewer
View the record only. No modifications allowed.
No Access
Record is completely hidden from this user.
Organization-Wide
One Organization, Many Teams
The organization owner has superuser access across all teams — view, edit, and manage entities in any team, access billing and subscription management, and configure organization-wide settings.
Cross-team access is automatic and cannot be restricted by team-level settings. Leadership always has full visibility into operations, while individual teams maintain their own scope and boundaries.
Per-Team Roles
Same user, different roles on different teams
Scoped Visibility
Each team sees only their own data and agents
Cross-Team Analytics
Corporate rolls up trending and benchmarks across the fleet
Audit Trail
Every permission change logged and immutable
AI Access is Role-Gated
AI features are not available to every role. Assist, Skills, and Delegate require Editor access or above. Automate requires Admin. This ensures AI actions are controlled by the people responsible for your data.
Assist
Requires Editor+
Conversational AI with full context about your organization, SOPs, and data.
Skills
Requires Editor+
Pre-built capabilities agents can run across workflows and data.
Delegate
Requires Editor+
Assign tasks to agents. Review their work or let them operate autonomously.
Automate
Requires Admin+
No-code process designer for workflows that need to run the same way every time.
Built for Multi-Site Organizations
See how Trailhead handles teams, roles, and permissions across your entire organization. We will configure it to match your structure.
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