Admin Panel Roles
The SmartChat Admin Panel has its own role system, separate from the frontend (OpenWebUI) roles. Admin Panel roles control who can manage spaces, users, files, and configurations.
A user can hold different roles in different spaces. For example, a user can be a Space Owner in one space and a Space User in another.
Application Owner
Section titled “Application Owner”Top-level administrator of the SmartChat platform.
- Manages spaces (create, delete)
- Manages Space Owners and assigns them to spaces
- Views statistics across all spaces (number of users, files, etc.)
- Oversees application settings, global updates, and system monitoring
Data Scientist
Section titled “Data Scientist”Application-wide configuration manager.
- Manages configurations for the entire application (e.g. embedding models, pipeline settings)
Space Owner
Section titled “Space Owner”Administrator of a specific space. A space can have multiple Space Owners.
- Manages users within the space (add, remove, promote, demote)
- Manages files in the space (upload, delete)
- Manages space-specific configurations
- Can elevate a Space User to Space Owner or demote other Space Owners
- Cannot demote themselves (at least one Space Owner must remain active per space)
- Sets up data connections (e.g. Confluence sync)
Space User
Section titled “Space User”Standard user within a space.
- Can chat with the files available in the space
- Can select different predefined configurations of the space
Key rules
Section titled “Key rules”- A user can belong to multiple spaces, but only one space is active at a time.
- Files are isolated per space — the same physical file has separate identities in different spaces.
- Every SmartChat instance has a Default space that all users belong to. It cannot be deleted or renamed.
- All files and users within a space are shared among all Space Owners of that space — they are not tied to the Space Owner who created them.