> ## Documentation Index
> Fetch the complete documentation index at: https://docs.convocore.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Access, Roles, and Activity Logs

> Understand who can manage a workspace, who can manage a client organization, and where to find activity history.

This page is the fastest way to understand the current access model across the main Convocore workspace and the whitelabel client dashboard.

## Role hierarchy

The platform currently has two access layers:

1. **Workspace layer** for the agency or internal team operating Convocore
2. **Client organization layer** for users inside each whitelabel client org

<CardGroup cols={2}>
  <Card title="Workspace Owner" icon="crown">
    The highest-level account for the workspace. The owner can open workspace settings, manage workspace members, promote workspace admins, and access the full workspace activity log.
  </Card>

  <Card title="Workspace Admin" icon="user-shield">
    A promoted internal team member on the Convocore workspace. Workspace admins can manage workspace members and see the full workspace activity log, but they are still below the owner in the overall hierarchy.
  </Card>

  <Card title="Org Admin" icon="building-shield">
    A client-side admin inside a specific whitelabel organization. Org admins can manage users inside their own organization and control which dashboard sections those users can access.
  </Card>

  <Card title="Client User" icon="user">
    A regular user inside a client organization. They only see the client dashboard sections and agents that have been assigned to them.
  </Card>
</CardGroup>

## Where each feature lives

### Workspace member roles

Workspace roles are managed from the main Convocore app, not the client dashboard.

<Steps>
  <Step title="Open the main app">
    Go to your main workspace dashboard in `/app/{region}`.
  </Step>

  <Step title="Open the workspace switcher">
    Use the workspace selector in the header or sticky navigation.
  </Step>

  <Step title="Open workspace settings">
    Click the workspace settings action to open `Edit Workspace`.
  </Step>

  <Step title="Manage Workspace Members">
    In the `Workspace Members` section, promote or demote internal team members between `Admin` and `Member`.
  </Step>
</Steps>

<Note>
  The workspace owner is treated as the primary authority automatically. Owner access does not depend on a toggle.
</Note>

### Client org users and page access

Client-side permissions are managed from the whitelabel client management flow.

<Steps>
  <Step title="Open Clients">
    Go to the `Clients` section in the whitelabel dashboard.
  </Step>

  <Step title="Select the client organization">
    Click `Manage` on the organization you want to administer.
  </Step>

  <Step title="Add or edit a user">
    Use `Add User` or edit an existing user.
  </Step>

  <Step title="Set Org Admin and page access">
    Enable `Org Admin` for users who should manage their own organization, then choose which dashboard sections they can access.
  </Step>
</Steps>

## What each role can do

### Workspace Owner / Workspace Admin

These roles operate on the **main Convocore workspace**:

* Manage workspace members and internal roles
* View the workspace activity log
* Use workspace-level KB and conversation admin tools, subject to workspace permissions
* Control the internal team experience in the main app

### Org Admin

This role operates inside **one client organization**:

* Add or edit users in that organization
* Grant or remove dashboard tab access for those users
* Control the order of visible dashboard tabs for the org user experience
* Manage their own organization-level team setup

### Client User

This is a regular user inside a client organization:

* Can only see the assigned client dashboard tabs
* Cannot manage other users unless explicitly made `Org Admin`
* Only works within the agents and organization access already assigned to them

## Activity logs

The current activity log lives in the main Convocore app:

* Route: `/app/{region}/logs`
* Workspace admins and owners see the **full workspace activity log**
* Non-admin workspace members only see **their own recent activity** (last 7 days)

<Tip>
  If you are documenting the feature internally, tell your team that logs are a **workspace-side control**, not a client-org dashboard feature.
</Tip>

## KB version history

Knowledge base document history is available directly in the KB document editor.

* Open a KB document
* Click the `History` button in the top action area
* Review saved versions
* Restore an older version back into the editor if needed

Version history now works for both:

* **Convocore / VG agents**
* **Voiceflow / VF agents**

For newly saved versions, the history modal also shows who changed the document when that actor information is available.

## Client password recovery

Client users can recover access from the client login flow:

* Open the client login screen
* Click `Forgot password`
* Submit the email address for the client account
* Use the reset link from the branded email to choose a new password

## Best practices

<CardGroup cols={2}>
  <Card title="Keep workspace and client roles separate" icon="layer-group">
    Workspace roles control your internal team. Org roles control the client-facing team. Avoid treating them as the same thing.
  </Card>

  <Card title="Use Org Admin sparingly" icon="user-lock">
    Give org admin access only to the trusted client contacts who actually need to manage other users.
  </Card>

  <Card title="Audit access regularly" icon="clipboard-check">
    Review workspace members, client users, and visible dashboard tabs on a regular schedule.
  </Card>

  <Card title="Use logs for accountability" icon="clock-rotate-left">
    When changes need to be reviewed, check the workspace logs and KB history before editing access again.
  </Card>
</CardGroup>

## Related documentation

<CardGroup cols={2}>
  <Card title="Client Overview" icon="building-user" href="/whitelabeling/clients/overview">
    Start with the broader client management workflow.
  </Card>

  <Card title="Creating Users" icon="user-plus" href="/whitelabeling/clients/creating-users">
    Learn how to create users and configure org-level access.
  </Card>

  <Card title="Client Dashboard Features" icon="gauge" href="/whitelabeling/clients/client-dashboard/features">
    See how permissions affect the client-facing dashboard.
  </Card>

  <Card title="Knowledge Base Overview" icon="brain" href="/agent-creation/knowledgebase/about-the-knowledgebase">
    Understand the KB workflow, including document editing and history.
  </Card>
</CardGroup>