In this article

What is a Doc Maker?

Managing new Doc Makers

Role management

Activity dashboard


What is a Doc Maker?

First, let's begin with what a Doc Maker is in Coda. A Doc Maker is a user that has the power to create and manage both docs and workspaces.

In workspaces, a Doc Maker can create new docs, and create and manage folders. Within docs, a Doc Maker can do things like change and edit the title and icon, adjust the timezone, and configure doc sharing. Only Doc Makers can delete docs.

Admins are also considered Doc Makers, but in addition to regular Doc Maker privileges, admins can manage workspace billing, change workspace settings, and manage workspace membership. Admins also receive emails about membership changes and requests.

Keep in mind you can have an unlimited number of Editors and Viewers at no charge. Editors can access docs created by Doc Makers and collaborate by adding, removing, and editing text, tables, buttons, templates, and other Coda building blocks. For more on the different roles besides Doc Maker, check out this article.


Managing new Doc Makers

Please note that this only applies to workspaces with paid subscriptions.

If an Editor creates a new doc, they'll immediately become a billable Doc Maker. You have a few options for how this works, which you can manage via your workspace settings > Access.

Instant approval

A member who creates a new doc will automatically become a billable Doc Maker. Choose this option if you would approve anyone who wanted to create a doc anyway, and want to skip the administrative burden of an approval process.


7-day grace period

A member who creates a doc will go into a 7-day Doc Maker trial, during which they can do anything a Doc Maker does without any charges to the workspace. The admin(s) will be notified when users enter this grace period and will have 7 days to officially approve or reject the role change request to become a Doc Maker. If the admin does nothing, the member will automatically become a billable Doc Maker after the 7-day grace period.

This option is good if you want to keep a close eye on who gets to be a Doc Maker without becoming a bottleneck for your team to try out Coda.

Note: If a member is rejected from becoming a Doc Maker by an admin, any docs they created will become read-only, and they will have to request Doc Maker access for their docs to become editable again—or transfer ownership of their docs to another Doc Maker in the workspace.

Manual

A member who attempts to create a doc will be prompted to either request Doc Maker access or start a 14-day Doc Maker trial, during which they can do anything a Doc Maker does without any charges to the workspace. If the member chooses the 14-day trial, the workspace admin(s) will be notified and prompted to approve or deny the role change request when that trial period concludes. If the member chooses to request Doc Maker access up-front, the workspace admin(s) will also be notified and prompted to do the same. Unless an admin explicitly approves the role change request and grants a member Doc Maker access, Coda will automatically downgrade any member in trial to Editor again at the end of their 14-day trial.

This option is good if you would like to ensure that any new Doc Maker goes through an explicit approval process.

Note: Each member is eligible only once for a Doc Maker trial. Once their trial ends, any docs they created and shared will be become read-only, and the next time they want to create a doc, they will be blocked until an admin approves them. This could cause some members to create their doc in a new free Coda workspace that is not controlled by or visible to your organization.


Role management

Admins can manage whether a member is a Doc Maker or an Editor in Workspace settings.

Simply select the workspace name in the left-hand panel, then click on Members.


Here, you can modify the role of each member.


If you demote a Doc Maker to an Editor, they will no longer be able to make their own docs. Any docs they previously created will become read-only unless you transfer ownership of those docs to another Doc Maker (see how to transfer doc ownership here).

Note: From a billing perspective, demoting a Doc Maker will reflect on your next bill. You will see a prorated credit that is equal to the amount of time the user was no longer a Doc Maker in your billing cycle.


Activity dashboard

Navigate to the Activity tab in Workspace settings to see the activity dashboard that lists role changes over time. By default, all admins will also get a report that summarizes activity for the day (if there is any). Each admin can manage whether they receive that email by clicking the bell icon in the activity dashboard.


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