Manage KPI access

Control who can view or edit a KPI with workspace, person, and team permissions.

Each KPI has its own access settings. Global workspace access, direct person grants, and team grants combine to determine what someone can do.

KPI permissions are independent from plan and KPI View permissions. Access to a plan or View does not automatically provide access to the KPIs inside it.

Global workspace access

Every KPI has one global access mode:

Workspace access	What it means
Everyone can edit	Workspace members can view and edit the KPI.
Everyone can view	Workspace members can view the KPI. Editing requires a direct or team edit grant.
Only invited people and teams can access	Only people with a direct grant, members of a granted team, and workspace owners or admins can access the KPI.

The lock beside a KPI name represents this global setting:

• No lock means everyone can edit.

• A standard lock means everyone can view, but editing is restricted.

• A red lock means workspace-wide access is disabled.

The lock describes global access, not your personal permission. Someone with a direct or team grant may still be able to edit a locked KPI.

Give a person or team access

1. Open the KPI.

2. Open the More menu (...).

3. Select Manage access.

4. Set access for Everyone in this workspace.

5. Under People or Teams, select Add person or Add team.

6. Grant Can edit or Can view access.

Use the same dialog to change or remove an existing grant.

How effective access is calculated

Tability combines all applicable grants and uses the strongest one:

• Edit is stronger than View.

• A direct person grant and a team grant can both apply.

• A stronger grant is not reduced by a weaker global setting.

For example, if everyone can view a KPI and the Sales team has edit access, members of the Sales team can edit it.

Role rules

• Workspace owners and admins can always view and edit every KPI in their workspace.

• Workspace members with a read-only role can view KPIs granted to them but cannot change them.

• An IT admin follows the KPI's normal grants and does not automatically bypass them.

• The KPI creator receives a direct edit grant.

• Assigning a KPI owner gives that person a direct edit grant.

Tability protects restricted KPIs from being left without an editor. Add another editor before removing or reducing the final edit grant.

Set the default for new KPIs

Workspace owners and admins can choose the starting global access for new KPIs:

1. Open Workspace settings.

2. Open the Workflow settings.

3. Find Default KPI permissions.

4. Choose the default access mode.

This setting affects only KPIs created after the change. An editor can still choose a different access mode while creating or editing a KPI.

Sharing links does not change access

The KPI panel includes sharing and copy-link actions. A link does not grant access: the recipient must already be a workspace member with permission to view the KPI.

KPIs inside plans and Views

KPI access continues to apply wherever the KPI appears:

• A plan only shows attached KPIs the viewer can access.

• A KPI View silently omits KPIs the viewer cannot access.

• To attach a KPI, an editor must be able to edit the plan or View and view the KPI.

• Removing a KPI attachment does not delete the KPI.

See Add KPIs to plans and Create and use KPI Views for the complete workflows.