Backstage user roles

Backstage users can be members of one or more organizations.

A member of an organization always has a role within that organization. This organization role determines what rights (accesses or actions) they can perform within the organization.

As a member of an organization, the Backstage user will also be a member of one or several workspaces, and/or one or several content hubs.

In each of those workspaces or content hubs, that same Backstage user will also have a determined role within the workspace and/or content hub.

Please see the tables below that explain the different possible organization, workspace, and content hub roles.

More information is available on how to manage roles in an organization or in a workspace.

Organization roles

As a Backstage user, you are part of one or several organizations. Your role can be either Admin, Member, Organizer or Guest of the organization. 

A special role, Entitlement manager, within organizations essentially allows users to allocate seats and advanced modules to your organization's workspaces and to download seat usage reports. No other permissions are provided to Entitlement managers beyond viewing and managing entitlements.

To note, Developer API access (enabled at the organization level) is needed for organization members to access, connect, and configure the integrations modules on an organization’s workspace(s). Organization admins by default have Developer API access enabled for that organization. Organization admins can also enable Developer API access for people who have an “Organizer” role within the organization. More information on managing roles within an organization. Workspace roles are not taken into consideration when it comes to having Developer API access.

Organizational roles within workspaces

The following table summarizes the rights of each organization role, within the organization:

Organization and workspace/content hub roles needed to add a user to a workspace/content hub

Note: When reading this table, please note that where we say “workspace”, the same rules apply to content hubs. Remember that users can be added to a workspace/content hub via the organization settings, or via the workspace/content hub settings.

* This is done by first adding the person to the organization, and then adding them to the workspace.

Organization members, when accessing a workspace without adding themselves to it, have “Editor” permissions in that workspace.

Organizational roles within content hubs

The following table summarizes the rights of each organizational role, in content hubs

Workspace roles

As a Backstage user, you can be a member of one or several workspaces, each with a different role: Manager, Editor, or Viewer.

The following table summarizes the rights of each role within the workspace:

*(unless they are members of the organization that the workspace belongs to)

Organization members, when accessing a workspace without adding themselves to it, have “Editor” permissions in that workspace.

Tailored "Badge printing staff" and "Meeting planner" workspace roles available

There can be situations where you need to grant certain people a very tailored role with limited access in a workspace in Backstage.

With this in mind, we have created two additional tailored user roles that can be assigned to people by a workspace manager: Badge printing staff and Meeting planner

Badge printing staff
This role has only the necessary permissions required to access user information and manage badge printing. This includes access to:

• The entire "Badge printing" section in the workspace, in order to fully manage badge printing.
• The workspace user list and user details, in order to make changes to user information that will be on the badges.
• The "Badge printing" report on the workspace dashboard.
• The Onsite app used for event check-in and badge printing.

Meeting planner
This role has only the necessary permissions required to access and manage the Appointments module.

This includes access to:

• The entire Appointments module in the workspace.
• The Appointments report in the workspace dashboard.
• The Users > External users section in the workspace.
• Starting June 3, 2026: The Logs tab in the Emails module, as read-only, so users can verify the deliverability of meeting and meeting request emails.

Users that have these tailored roles will have no other access or permission in the workspace beyond those listed above.

Content hub roles

As a Backstage user, you can be a member of one or several content hubs, each with a different role: Manager, Editor, or Viewer.

The following table summarizes the rights of each role within the content hub:

When the Backstage user (with an admin or organizer role within their organization) creates a new content hub, they are automatically set as a manager in the content hub. As a manager they can add other team members to the content hub.

Organization members, when accessing a workspace without adding themselves to it, have “Editor” permissions in that workspace.