Livestorm Roles & Permissions

To help you manage your team effectively, this article breaks down the different access levels available in Livestorm. We’ll explore Workspace-level permissions for account management, alongside Session-specific roles like Moderators and Speakers, ensuring everyone on your team has the right tools for a successful event.

Permissions of Workspace Owners, Admins, Members#

Access levels within the workspace are determined by assigned roles. While Administrators maintain broad oversight of workspace configurations and event management, Members primarily manage their individual profiles.

• Workspace Owner: Holds the highest level of authority, including the exclusive ability to delete the workspace or remove other members.

• Administrator: Granted full administrative privileges. This includes comprehensive workspace settings management and the ability to create and orchestrate events.

• Member: Access is focused on self-service. Members can manage their personal user settings, email/people attributes, and create events.

Workspace Permissions#

Session Permissions#

Overview#

Session roles apply only inside a live event room. They define what each participant can do during a session.

Session roles help you:

• Control who can act on stage

• Assign clear responsibilities

• Protect sensitive actions

• Maintain smooth event operations

How do session roles work?#

Every person who joins a session is assigned a role. Roles can be assigned automatically, defined by default settings, or updated manually.

Roles can be:

• Assigned automatically: Workspace Admins always join as Organisers.

• Defined by default settings: Users inherit the general access role set for the event.

• Updated manually at any time: Manual assignments override default roles (except for Admins)

To manage roles:

• For a specific session (one-off exception): Open your event, go to the "Overview" tab, click "Members with access", and update each team member's role from the drop-down menu on the right side of the table.

• For the entire event (all sessions): Go to "Settings", then "General > Members with access". Users added here are automatically applied to all newly created sessions in that event.

Roles #

By default, role assignment depends on participant type.

Event owner and Workspace Admins#

• Always join sessions as Organizers.

• This applies even if assigned another role (e.g. Viewer).

• Always have full Organizer-level permissions.

Team members#

Team members can be assigned:

• Organizer

• Moderator

• Speaker

• Viewer

A default role can be defined in the event’s general access settings for all team members.

This default applies when:

• Team members register

• Team members join independently

• Access rules automatically assign permissions

Registered attendees#

Registered attendees can be:

• Viewer (default)

• Speaker (must be assigned manually)

External speakers#

External speakers:

• Must be added manually

• Automatically receive Speaker permissions

• Have the same permissions as team members with a Speaker's role.

Other participants#

Anyone joining without a specific assignment joins as a Viewer.

Special case: “No access”#

If event access is set to “No access”:

• Participants cannot join the event.

• Team members must be added manually to gain access.

• Any updates to “No access” permissions apply automatically to users inheriting that setting.

Adding Team Members to Sessions#

• Event-level assignment: Same role across all sessions in a multi-session event

• Session-level assignment: Different roles per session if needed

Example: Someone can be a Speaker in Session A and a Moderator in Session B.

Permission Matrix (Live Session)#

Below is a simplified overview of session-level permissions.

You can change session roles at any time:

• For all sessions in an event: Go to Event settings → Members with access. This is best for batch-assigning roles across a series.

• For a single specific session: Go to the Overview tab → Members with access. This creates an exception just for that session.

General management#

Event room management#

Engagement management#

Security & External Guest Limitations#

To improve security, external speakers have some sensitive actions restricted.

They cannot:

• Remove or block participants

• Pause another person’s video

• Change stream layouts

They can still manage polls, chat, and Q&A to keep sessions interactive.

Assigning Roles & Inheritance#

You can define a default role for team members at the event level.

This role applies automatically when:

• Team members register

• Team members join independently

• Public registration is enabled

Manual assignments always override defaults.

Best practices#

• Moderation: Assign 1 Moderator per 50–100 participants to manage the stage and interactions effectively.

• Presentation: Limit Speaker roles strictly to active presenters to prevent accidental stage disruptions.

• Engagement: Keep all other participants as Viewers to maintain a secure and structured environment.

• Operational Setup: Assign team members at the event level for consistency across sessions, or use session-level exceptions for one-off role changes.

Notes & limitations#

• Workspace Admins always enter sessions as Organizers, even if assigned another role.

• Private event access via link applies to all Admins.

• Multi-session events automatically apply the same role across all sessions.

• Role updates apply immediately.

Troubleshooting#

If roles or permissions do not behave as expected:

1Check Workspace role

Confirm whether the user is an Admin or Workspace owner.

2Verify Session role

Open “Overview” → “Members with access” and confirm the assigned role.

3Check event access settings

Ensure the event is not set to “No access”.

4Confirm private event link access

Admins with the room link can access private sessions.

5Try a fresh browser session

Use the latest version of Chrome or open a private window.

6If someone can’t join a session:

• Check if the event is set to No access

• Confirm they were manually added

• Verify their session role

• Remember Admins always join as Organizers

FAQ#

Can a user have multiple roles at the same time?

Yes. While a user holds one permanent workspace role, they can be assigned different session roles within the same event to perform different duties as needed. These roles can be managed at the event level for consistency across all sessions, or customized at the individual session level for specific tasks.

Why does an Admin always join as an Organizer?

Admins are designed to have operational access. For safety and consistency, they always enter sessions as Organizers, even if assigned a different session role.

Can I assign different roles to different people in different sessions of the same event?

Yes. Use session-level assignments to override the event-level role for specific sessions.

What’s the difference between a Speaker and an External Speaker?

There is no difference in their capabilities, as both share the same permissions and the same restrictions on sensitive actions like changing layouts or blocking participants.

Why can’t a team member access a private event?

If the event is set to No access, team members must be manually added. Otherwise, they’ll see a restricted access screen.

Do Members have fewer session permissions than Admins?

Inside the room, permissions depend on the session role. The difference is outside the room: Admins can manage workspace-level settings, Members cannot.

What happens if I change a default role after people have joined?

Anyone inheriting that default role will be updated automatically. Manual assignments are never overridden.

Who should be given Admin access?

Only teammates who truly need workspace-level control (billing, integrations, user management), since Admins always gain Organizer access in sessions.

Why does someone have stage control but no dashboard access?

Permissions are layered. Session roles control in-room actions, while workspace roles control dashboard and account settings.