Who can use Workflows
Access to Workflows is layered: first whether you can see the section at all, then what you’re allowed to do in it. This page explains both.
Who sees the Workflow Builder
Section titled “Who sees the Workflow Builder”The Workflow Builder icon appears in the left sidebar only when your site can use Workflows:
- Admins — always see it, on every site.
- Managers and Employees — see it only when the Workflow feature is activated for your site (the
WORKFLOW_ACTIVATEDsetting). If it’s off, the icon is hidden for these roles. - Outsourced users — never see Workflows.
If a teammate has the icon and you don’t, your role or your site’s feature settings are the reason.
What each role can do
Section titled “What each role can do”By default, anyone who can open Workflows can build, edit, and pause them — but deleting is restricted:
| Action | Default access |
|---|---|
| View the list and View Activity | Anyone who can see Workflows (no edit permission needed) |
| New Workflow, edit (pencil), open a card, flip the Active / Paused toggle | Requires update permission |
| Delete (trash icon) | Requires delete permission — Admin only by default |
That means a Manager or Employee on an activated site can create, edit, and pause workflows, but cannot delete one unless an Admin grants it.
Changing access per role
Section titled “Changing access per role”An Admin can adjust what each non-admin role may do with Workflows in MyAccount > Feature Permissions. For the workflow feature you can set a role to:
- None — hide it.
- Read — view-only (can see the list and View Activity, but not create, edit, pause, or delete).
- Update — build, edit, and pause.
- Delete — everything, including deleting workflows.
These overrides apply to Managers, Employees, and Outsourced roles only. Admins always keep full access and can’t be downgraded. For the full roles picture, see Understanding roles.