What Is It?
The new Enhanced User Permissions & Team Sharing system introduces robust governance and permission controls for larger organizations using Spellbook.
Admins can now define who can access, create, and share Spellbook resources across their teams — helping ensure the right people have the right tools, without losing oversight.
This update is part of Spellbook’s effort to better support mid-market and enterprise (MM/E) teams that need scalable, secure collaboration.
How It Benefits You
Managing resources across a large legal team can get messy fast — different versions, inconsistent access, and unclear ownership.
This update solves that by giving Admins fine-grained control over resource management, while keeping collaboration easy and intuitive.
With Enhanced Permissions, you can:
Assign user roles (Admin, Editor, Member, Consumer) with specific access levels
Organize users into teams that reflect your firm or department structure
Keep resources private, share them with specific teams, or make them available firm-wide
Search for users or teams and perform bulk actions (add/remove users, update roles, etc.)
Confidently scale collaboration while maintaining control
How To Activate
This feature set is ready for Account with five(5) or more licenses. If your organization would like access:
Contact your Customer Success Manager, or
Have your Admin reach out in-app or via email to success@spellbook.legal to enable it.
How It Affects Users
For Admins
You now have a new Administration panel in the Spellbook Add-In (under Settings) where you can:
Create teams
Assign user roles
Manage who can view, edit, and share resources
Admins can also search users or teams and perform bulk updates.
For Editors, Members, and Consumers
Your permissions depend on the role assigned by your Admin.
You’ll only see, edit, or share what your access level allows.
Teams help organize shared resources — if you’re part of multiple teams, you’ll see all shared resources relevant to each.
Roles and Permissions
Here’s an overview of what each role can do across all Spellbook resources (Playbooks, Clause Libraries, Saved Prompts, etc.):
Role | Use shared resources | Create private resources | Share resources | Modify resources shared with them | Modify any/all shared resources | Manage teams and users |
Admin | ✔︎ | ✔︎ | ✔︎ | ✔︎ | ✔︎ | ✔︎ |
Editor | ✔︎ | ✔︎ | ✔︎ | ✔︎ |
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Member | ✔︎ | ✔︎ |
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Consumer | ✔︎ |
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How Sharing Works
For Playbooks, Prompts, and Review Templates
You can:
Keep resources private
Share with specific teams
Or share across the entire organization
For Clause Libraries
Sharing is available only at the folder level, not individual clauses.
Role | View shared Library folders | Create folders | Share folder | Sync or rename folders |
Admin | ✔︎ | ✔︎ | ✔︎ | ✔︎ |
Editor | ✔︎ | ✔︎ | ✔︎ | ✔︎ |
Member | ✔︎ |
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Consumer | ✔︎ |
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Frequently Asked Questions
Q: Can Admins edit or delete resources they don’t own?
A: Yes — but only if those resources have been shared with them.
Q: Can Admins add or remove users themselves?
A: Adding users can be done using the Invite Teammates flow in the Add-In. Removing users currently requires assistance from your Customer Success Manager (CSM) or Support team. Bulk actions within the Add-In are supported, but .csv import or programmatic additions are not yet available.
Q: Can resources be shared with individual users or specific items in a Library?
A: Resources can be shared with teams or across the entire organization, but not individual users. For Clause Libraries, sharing is only supported at the folder level, not individual clauses. Other resources (Playbooks, Prompts, Review Templates) can be shared individually.
Q: Is there an audit trail or admin portal to see all resources and access changes?
A: No — audit logs for role changes or resource sharing are not currently supported. There’s also no dedicated admin portal; all management happens in the Spellbook Add-In under Settings → Administration. Admins cannot see a full list of all resources and who they are shared with.
Q: Can Admins hide or delete Starter Playbooks or Spellbook-provided prompts?
A: No, these resources are enabled by default for all licenses. Contact Support if this causes issues.
Q: What should I know about user migration from the old RBAC system?
A: All users have been migrated automatically to the new role-based system. Users without the new access controls won’t see the updated Users panel until they are part of the system.
This feature is live and ready to use!
If your team needs more control over who can access, create, and share Spellbook resources, you can start taking advantage of it right away.
Reach out to your Customer Success Manager or contact Support at success@spellbook.legal to have it enabled for your account.