Everyone on a collection holds exactly one role — Owner, Admin, Editor or Viewer — and that role decides what they are allowed to change. You choose it when you invite someone, and you can change it afterwards from the Collaborators screen.
💡 A role covers the whole collection. There is no way to give someone one cellar and not another — anyone you invite sees every bottle, every storage and every figure in it. Sharing a single storage with a business that keeps wine for you is a different feature, and it lives in wine clubs.
Roles stack: an Editor can do everything a Viewer can, an Admin everything an Editor can, and the Owner everything an Admin can.
What each role can do
Role | What it adds |
Viewer | Read-only. Browse, search and filter the collection, locate bottles in 3D, read analytics and the activity feed, and export everything to a spreadsheet. Nothing a Viewer does changes the collection. |
Editor | Everything about the wine: adding, editing, moving, drinking and removing bottles; building and reorganising storages and sections; tags, custom fields, deliveries, saved lists and quick filters; running an import; and renaming the collection. |
Admin | People. Inviting collaborators, changing their roles and removing them — and opening the Collaborators screen in the first place. |
Owner | The plan, and clearing the collection's contents. There is exactly one Owner, and they cannot be demoted, removed or made to leave. |
That table is what the account itself allows. The apps are stricter in one place: on iPhone, iPad and Android the Customization and Import data sections of Collection settings — tags, custom fields, the import options and Hide Market Value — are shown only to the owner and admins. So an Editor can tag a bottle but will not find the screen that manages the tag list.
Reserved for the owner
Two things stay with whoever owns the collection, however senior everyone else is.
The plan. A subscription belongs to the person paying for it. An Admin who taps Subscription is told that only the owner of this collection can manage the subscription.
Clear Collection Contents. This is offered in Collection settings to Admins as well, but only the owner's tap actually goes through — for anyone else it comes back as an error.
Ownership itself cannot be handed over in the app, in any role. Email us and we will move the collection between accounts.
When a control is there but your role is not
The apps hide most of what your role cannot reach, so a Viewer simply never sees Edit or Remove on a bottle. A few controls work the other way round: they open, and then the save fails. If something you expected to do comes back as an error rather than being missing, your role is the first thing to check.
What opens anyway | What it really needs |
The collection's Name row in Collection settings | Editor. A Viewer gets an error instead of a rename. |
Swiping a storage in the storages list and tapping Edit | Editor. The swipe works for any role, but saving the change does not. |
The button that adds a section inside a storage | Editor. It can appear for a Viewer on some collections; building the section still fails. |
Clear Collection Contents | Owner, as above — Admins are shown it. |
Changing someone's role
Collection settings → Collaborators → tap the person → Role
Open Collection settings and tap Collaborators. Only the owner and admins can open this screen in the app.
Under People with access, tap the person you want to change.
Tap Role and pick Admin, Editor or Viewer. The change takes effect straight away.
Owner is not in that list. Someone still under Invited has not redeemed their code yet — change their role there and the code they were sent still works.
Removing someone, and leaving
To take access away, open the same person's row and tap Remove … From Collection. They keep their own account and their own collection; they simply lose sight of yours.
To take yourself off a collection somebody else shared with you, open its Collection settings and tap Leave Collection. You are asked to type LEAVE, and the app warns you that you will lose access and cannot undo it. The owner is the one person with no Leave Collection row, because a collection always has an owner.
Next steps
How to add collaborators — inviting someone in the first place, on each platform
How to change a collection's owner — the one role you cannot assign yourself
How to manage wine club memberships — sharing a single storage instead of a whole collection