Managing Team Permissions for AI Chat Assistants

Control exactly who on your team can view, edit, or configure your AI chat assistants. By setting granular permissions, you protect your bot configurations while giving team members the access they need to do their jobs effectively.

Why Use Permission Controls?

Security: Prevents unauthorized changes to your AI assistants, goals, and training data.

Role-based access: Give staff the right level of access based on their responsibilities—admins get full control, while front desk staff might only need to view settings.

Efficiency: Keep your team focused by hiding features they don't need to see or use.

Risk reduction: Minimize accidental changes or deletions by limiting who can modify bot configurations.

How to Set Up Team Permissions

Step 1: Open Staff Settings

  1. Click Settings in the lower left corner of your dashboard
  2. Select My Staff from the left navigation
  3. Find the team member you want to update and click the Edit (pencil) icon
[SCREENSHOT: Settings menu with My Staff highlighted in left navigation, showing staff list with edit icons visible]

Step 2: Navigate to AI Permissions

  1. In the staff member's settings, click Roles & Permissions in the left sidebar
  2. Scroll down to the AI Agents section
[SCREENSHOT: Roles & Permissions page with AI Agents section expanded, showing all permission toggles]

Step 3: Configure Permissions

Toggle permissions on or off based on what this team member needs to do:

  • AI Agents (master control)
  • View & Manage Enrollio AI Assistants
  • View & Manage Enrollio AI Assistant Goals
  • View Enrollio AI Assistant Goals
  • View & Manage Enrollio AI Assistant Training

Step 4: Save Changes

Click the blue Save button to apply your permission changes.

Understanding Each Permission Type

View & Manage Enrollio AI Assistants

This is the master control for AI assistant management.

When enabled:

  • Full access to create, edit, and delete AI chat assistants
  • Automatically enables all dependent permissions (goals, training, etc.)
  • Complete visibility into all assistant configurations

When disabled:

  • Hides the entire AI assistant menu from this team member
  • Removes access to view or create assistants
  • Automatically disables all dependent permissions
Pro tip: Only enable this for administrators and team leads who need full control over your AI assistants.

View & Manage Enrollio AI Assistant Goals

Controls who can edit bot goals—the instructions and objectives that guide how your AI assistant responds to families.

When enabled:

  • User can edit goals while updating an existing assistant
  • Ideal for experienced team members who configure assistant behavior
  • Access to advanced response logic and conversation flows

When disabled:

  • Hides the Goals tab when editing assistants
  • User can still set goals when first creating a form-based assistant
  • Trial features remain accessible

View Enrollio AI Assistant Goals

Read-only access to view configured goals without editing them.

When enabled:

  • View instructions and actions configured for the assistant
  • See prompt details in the AI response drawer
  • Understand how the assistant is configured without changing it

When disabled:

  • Goals tab is hidden during editing
  • Goals only visible during initial form-based creation
  • Additional instructions are hidden
Use case: Enable this for team members who need to understand assistant behavior but shouldn't modify it—like front desk staff troubleshooting parent questions.

View & Manage Enrollio AI Assistant Training

Controls who can connect knowledge bases to your AI assistants and configure their training.

When enabled:

  • Attach or detach knowledge bases from assistants
  • See which knowledge base was used for specific responses
  • Configure what information the assistant can reference

When disabled:

  • Training tab is hidden
  • Cannot modify knowledge base connections
  • Knowledge base references hidden in conversation view

Important: If both training and goals permissions are disabled, the assistant trial feature becomes unavailable for that user.

Common Permission Scenarios

Administrator/Owner:
Enable all permissions for complete control over AI assistants, goals, and training.

Marketing Manager:
Enable View & Manage AI Assistants and Goals to configure assistant behavior, but disable Training to prevent knowledge base changes.

Front Desk Staff:
Enable only View AI Assistant Goals to understand how assistants respond without making changes.

Limited User:
Disable all AI permissions to hide the feature entirely from team members who don't need it.

Frequently Asked Questions

What happens if I disable "View & Manage Enrollio AI Assistants"?
The entire AI assistant menu disappears for that user. They can't view, create, or edit any assistants, and all related permissions are automatically disabled.

Can I give someone read-only access to goals but not training?
Yes. Enable "View Enrollio AI Assistant Goals" while keeping "View & Manage Enrollio AI Assistant Training" disabled. They'll see goal configurations but can't modify training data.

If I disable goal management, can users still set goals?
Yes, but only during initial creation of form-based assistants. They won't be able to edit goals on existing assistants.

How does disabling training permissions affect assistants?
It removes the Training tab, prevents attaching or detaching knowledge bases, and hides training details from the AI response view in conversations.

What happens to the trial feature if I disable both goals and training?
The trial feature becomes completely unavailable for that user. At least one of these permissions must be enabled for trial access.