Roles

What admins and members can open and do in GuruSup Brain, how agent accounts fit in, and how knowledge categories limit what each person's assistant can retrieve.

Every person in an organization has one of two roles: Admin or Member. An admin can open every page and manage the organization. A member sees a short list of pages and uses Brain through their assistant.

To change someone's role, see Members and roles.

Pages each role can open

Sidebar item	Group	Admin	Member
Welcome	Overview	Yes, until you have seen it	Yes, until you have seen it
Overview	Overview	Yes	Yes
Brain MCP	Overview	Yes	Yes
My requests	Knowledge	No	Yes
Sources	Knowledge	Yes	No
Ingest	Knowledge	Yes	No
Conflicts	Knowledge	Yes	No
Skills	Knowledge	Yes	No
Synapses	Knowledge	Yes	No
Queries	Analytics	Yes	No
Team	Organization	Yes	No
Usage	Organization	Yes	No
Billing	Organization	Yes	No
Settings	Organization	Yes, named Settings	No Settings item. Open your profile from your user menu, Profile settings. The page is titled Account and shows your profile and Brain contact.

A member who types the address of an admin page is sent back to the home page. Until an admin builds the organization's memory, admins see Get started in place of Overview, which opens Home with No sources connected yet, and pages such as Sources, Ingest, Conflicts, Skills and Synapses show "Available once your memory is built".

Admins do not get My requests. They see the follow-ups for the whole organization under Ingest instead. See Processing statuses.

What each role can do

Task	Admin	Member
Ask questions through a connected assistant	Yes	Yes
Save knowledge through an assistant	Yes	Yes
Ask Brain to check with a colleague, and follow the request	Yes, follows it under Ingest	Yes, follows it under My requests
Retry a request through the contact's next method	Yes	Yes, for their own requests
Edit their own name and avatar	Yes	Yes, under Account
Set up their own Brain contact	Yes	Yes, under Account
See the categories they can retrieve	All categories	Under Account
Build the organization's memory for the first time	Yes	No
Connect, reconnect and remove sources and connectors	Yes	No
Upload files, create webhook sources, choose content to import	Yes	No
See Ingest and follow content being learned	Yes	No
Settle conflicts	Yes	No
Approve, edit, archive and import skills	Yes	No
See Queries and the Synapses graph	Yes	No
Invite, remove and change roles of members	Yes	No
Grant knowledge categories	Yes	No
Set up Brain contacts and external contacts for others	Yes	No
Create and manage agent accounts	Yes	No
See usage and billing	Yes	No
Rename the organization	Yes	No

Rules about roles

The organization always keeps at least one admin. If you try to demote the only admin, Brain says "This is the only admin. Make someone else an admin first."
You cannot change your own role. The selector is greyed out. Ask another admin.
You cannot remove yourself. Brain says "You can't remove yourself. Ask another admin to remove you."
The person who creates the organization is its first admin.

Agent accounts

An agent account is a machine account that signs in with an API key instead of a person's login. It is a member of the organization:

Its role is always Member. Brain says "Agent accounts are always members; their role can't be changed."
Its knowledge access is set with the same categories as people.
It uses a seat, like a person. See Plans and quotas.
Only admins create and manage them. See Agent accounts.

Knowledge categories

Every page of Brain's memory belongs to a category, such as sales, finance, engineering or hr. Categories decide what each person's assistant can retrieve.

Who	Can retrieve
Admin	Knowledge from every category.
Member	Only the categories an admin has granted them.
Agent account	Only the categories an admin has granted it.

An admin grants categories on the Team page: open the person, then click a category under Role & access. A member sees their own list under Account, and "No categories granted yet." if an admin has not granted any.

The exception: contacts set up their own details

Admins manage contacts for the organization, but a member can set up their own Brain contact under Account, in the Brain contact section. That is the one admin-style setting a member controls. A Slack contact method needs the organization's Slack to be connected first. See Brain contacts and external contacts.

Members and roles

Invite people and change their role.

Your account

What you see and can change as a member.

Plans and quotas

Seats and usage by plan.

Glossary

Short definitions of Brain's terms.

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