Role Management
Define admin roles, configure permission levels, and create custom roles to control exactly what each team member can access and manage within your HintMint workspace.
Overview
HintMint uses a role-based access control (RBAC) model to govern what users can see and do within a workspace. Every member is assigned a role that determines their permissions across meetings, settings, integrations, and administrative functions.
Default Roles
HintMint ships with four built-in roles that cover the most common organizational structures. These roles cannot be deleted but their permissions can be customized on the Enterprise plan.
Owner
The Owner role has unrestricted access to all workspace settings, billing, and data. There must always be at least one Owner per workspace. Owners can transfer ownership to another admin.
- Full access to billing, subscription, and payment settings
- Can delete the workspace and export all workspace data
- Can assign and revoke any role, including other Owners
- Access to all meetings, transcripts, and analytics across the workspace
Admin
Admins manage day-to-day workspace operations including user management, integrations, and enterprise settings. Admins have access to the full Admin Console but cannot manage billing or delete the workspace.
- Invite and remove workspace members
- Configure SSO, SCIM, and directory sync settings
- Manage CRM, ATS, and third-party integrations
- Upload and manage Knowledge Base content
- View audit logs and compliance reports
Manager
Managers oversee their team's HintMint usage. They can view meeting data for their direct reports and manage team-level settings without access to workspace-wide administration.
- View meetings and transcripts for their team members
- Access team-level analytics and performance dashboards
- Upload Knowledge Base entries scoped to their team
- Manage team membership and assign roles up to Manager level
Member
Members are standard workspace users. They can use HintMint for their own meetings and access their personal meeting history, transcripts, and AI insights.
- Join meetings with full AI assistance
- View and manage their own meeting transcripts and summaries
- Access Knowledge Base entries they are authorized to view
- Configure personal preferences and notification settings
Permission Levels
Permissions in HintMint are organized across several functional areas. Each role has a predefined set of permissions that can be viewed in Admin Console > Roles & Permissions.
- Meeting access -- controls whether a user can view only their own meetings or meetings from their team or the entire workspace
- Admin Console -- determines access to workspace settings, user management, and enterprise configuration
- Knowledge Base -- governs who can upload, edit, archive, and delete knowledge entries
- Integrations -- controls who can connect, configure, and disconnect CRM, ATS, and other integrations
- Analytics -- defines access to personal, team, or workspace-wide analytics dashboards
- Audit log -- restricts access to the audit trail and compliance reports
Creating Custom Roles
Enterprise workspaces can create custom roles with precisely tailored permissions to match your organization's structure and security requirements.
Open Roles & Permissions
Navigate to Admin Console > Roles & Permissions. You will see the list of default and custom roles.
Create a new role
Click 'Create Role' and enter a name and description for the role. Optionally, select an existing role to use as a starting template.
Configure permissions
Toggle individual permissions on or off across each functional area: meetings, admin console, knowledge base, integrations, analytics, and audit log.
Set the role hierarchy
Position the role in the hierarchy. Users with a higher-ranked role can manage users with lower-ranked roles. Custom roles can be placed anywhere between Admin and Member.
Save and assign
Save the custom role. It is now available for assignment to workspace members from the Members page or via directory sync group mapping.
Managing Team Access
Combine roles with team-based scoping to control data visibility across departments and organizational boundaries.
Team-Scoped Permissions
Managers and custom roles can be scoped to specific teams. A team-scoped Manager can only view meetings and analytics for members of their assigned team, not the entire workspace.
Cross-Team Access
When a meeting includes participants from multiple teams, each participant sees the meeting in their own history. Managers see cross-team meetings only if at least one of their team members was a participant.
Assigning Roles
Navigate to the Members page
Open Admin Console > Members to see all workspace users, their current roles, and team assignments.
Select users
Check one or more users to modify. You can use the search bar and team filters to find specific members.
Change role
Click 'Change Role' and select the new role from the dropdown. Confirm the change. The new permissions take effect immediately.
Restricting Features by Role
Beyond data access, roles can also control which HintMint features are available to a user. This is useful for controlling costs and ensuring users only see what is relevant to their workflow.
- AI suggestions -- enable or disable real-time AI suggestions during meetings per role
- Recording and transcription -- control whether a role can record meetings or access transcripts
- Knowledge Base access -- restrict which categories of knowledge entries are visible per role
- Export and sharing -- control whether users can export meeting data or share summaries externally
- Integration visibility -- hide specific integrations (e.g., CRM) from roles that do not need them
Audit Log for Role Changes
Every role assignment, permission change, and custom role modification is tracked in HintMint's audit log for compliance and accountability.
- Role assignments -- logs who assigned which role to whom, with timestamps
- Permission changes -- records every permission toggle on both default and custom roles
- Custom role creation and deletion -- tracks the full lifecycle of custom roles
- Bulk operations -- audit entries are created for each user affected by bulk role changes
To review role-related audit events, navigate to Admin Console > Audit Log and filter by the "Roles & Permissions" category. Events are retained for the duration of your workspace's data retention policy.