Access, roles and membership states

Concept	What it establishes
Zentrik workspace user	An internal colleague’s identity and workspace role.
Person	A canonical customer/prospect record, linked to an Account when known.
Panel	A reusable audience of People, shared with other Zentrik workflows.
Portal participant identity	An identity authenticated with Zentrik workspace sign-in or a configured customer method; authentication alone does not enroll them.
Community enrollment	Accepted invitation and participation consent for this community.
Current group membership	Which group audiences may currently permit private content.

Creating a Person, adding them to a Panel, approving an application, signing in or completing a public Study does not by itself establish community enrollment. A portal identity does not grant access to an internal workspace.

Role or assignment	Authority
Workspace Owner/Admin	Manages portal configuration and explicit administrator grants in Zentrik. Needs a separate portal grant to administer the community.
Whole-portal administrator	Administers all groups and portal-wide settings within current workspace eligibility.
Group administrator	Administers assigned groups; does not gain unrelated private groups or whole-portal settings.
Accountable group owner	Names responsibility; grants no additional access.
Enrolled member	Participates within current enrollment, group and content permissions; gains no staff rights.

Active human members of this workspace can sign in with Zentrik as staff or participants. Staff authority needs explicit grants; member access needs accepted enrollment and current groups. View community authenticates the administrator as themselves in a member session, without granting their staff scope to that session. Other participants use configured customer sign-in. Native member sessions end when their workspace membership or active identity is no longer valid.

Sharing a Study additionally requires the appropriate internal Study/team access. Reading or administering a cross-group post requires the applicable complete-audience permission. Historical authorship and contribution snapshots cannot override current access.

State	Meaning
Invited	An invitation exists; the person has not completed enrollment acceptance.
Active	Enrollment is current; content still depends on group and item eligibility.
Paused	Program emails are paused; voluntary community participation remains available.
Left	The member chose to end participation; private group access and program emails end.
Removed	An administrator ended portal membership; private access ends and rejoining needs a new invitation.

An accepted consent snapshot records the version and wording agreed to. Updating program wording does not rewrite earlier acceptances. Email categories are optional and recorded separately from participation consent.

A Person can belong to several groups. Losing one group can leave access through another; losing the last qualifying audience removes that private access. Private Study responses, protected files and content reads check current permission, not just whether an old link exists.

Public Study sharing remains public according to its settings and creates no community enrollment. A historical contribution may remain in an authorized report without preserving a link to currently private content. Removing a member, hiding a post and deleting data are different operations.

An application is an intake record. Approval can reuse or create a Person and open invitation review, but does not authenticate, enroll, consent or send email for them.

For procedures, see Administrators, Groups, Membership and Joining.