👤 For company admins, pipe admins, and process owners
🔐 Availability depends on your company plan and permissions
🎯 For people who need to resume a task and identify the access it requires
A purchase request is waiting for an update, but the analyst handling it can only view the card. In another team, an employee wants to request reimbursement and looks for the internal process when a shared form would meet the need. Understanding each person’s role in the work helps you choose the right path forward.
By the end of this article, you will know how to distinguish a login issue from a permission restriction, identify who can adjust access, and check that the person can complete the task. You can then resolve the cases within your authority and route the others with useful context.
📖 What you will understand:
Identify where the task stopped
Before changing a role, turn “I don’t have access” into a description of the work. Ask whether the person can sign in, open the process, and perform the action they need. Confirm the email address they use and the company account they are working in.
A pipe is the process where the team works. A card represents a request or work item within it. Opening a card, commenting, and editing information are different activities, so an access request should specify which one is needed.
In the Purchasing example, the analyst can sign in and open the card but cannot update the information. The next step is to review their role in that process. If they cannot sign in at all, address the login issue first.
Describe the work: “I need to update payment terms on purchase requests.” This gives the admin a clearer basis for choosing access than “I need a higher role.”
Check the access level involved
In Pipefy, company roles and roles within individual pipes apply in different contexts. Databases also have their own roles. Start with the resource where the task needs to happen.
For more context, read the Community article on understanding permission layers in Pipefy, available in Portuguese.
Within a pipe, compare the task with the assigned role:
- Read only: allows people to view cards and comment without creating or modifying cards.
- Restricted view: allows people to create cards and view or edit cards they created or are assigned to.
- Pipe member: supports process work, including creating and moving cards.
- Pipe admin: includes management of the process settings.
In Purchasing, commenting may be enough for someone who only follows a negotiation. Updating the information requires a role that supports that work. The decision should also account for which requests the person is allowed to see.
- Learn more: review pipe roles and permissions in the Help Center.
Choose the change with the responsible admin
Once the task is clear, identify who manages the relevant access. Managing people across the company and administering a pipe carry different responsibilities. Company settings may reserve invitations to the company admin, even when someone else already administers the process.
If the person can sign in but cannot find the pipe, check their participation in the process and its access conditions. If they can open the resource, compare the required action with their current role. The Help Center explains how to add members to a pipe.
Also distinguish people who work inside the process from those submitting requests. An employee who only needs to request reimbursement can use the appropriate shared form. Company guests and external guests do not participate in pipes or databases.
Choose access around the person’s responsibility. Updating a request and managing the process structure are different jobs.
Changing someone’s participation to member or admin may use a seat and affect billing. Check your agreement and the company roles before making the change.
If the person only needs to submit requests, share Pipefy para Usuários Convidados, a course in Portuguese about forms and tracking requests. It can help clarify the requester experience before expanding access to internal work.
Check whether access comes from a group
When access comes from a group, review that membership alongside any individual permissions. If a person has multiple access grants to a pipe, the highest level applies. This matters both when enabling an approved task and when limiting access after someone’s responsibilities change.
- Learn more: review how user groups help manage permissions, available in Portuguese.
For companies that provision groups through an identity provider, or IdP, those groups are edited in the provider itself. Involve IT or whoever manages that service. The documentation for this feature describes synchronization at the next login; that guidance depends on the provisioning method your company uses.
For example, when a new employee joins, the IdP administrator can check the expected group membership before asking the employee to validate access again. Review the requirements for provisioning users and groups, available in Portuguese. The feature is documented for Enterprise with SSO enabled.
Recognize when to involve IT or Support
An issue signing in needs a different response from a restriction inside a process.
If the person forgot their password and the account is not blocked, direct them to password recovery. If your company uses SSO, confirm the login method with the person who manages that service. See the reference on access through SSO.
If consecutive login attempts have blocked the account, unblocking requires contacting Support at support@pipefy.com. Changing an access role will not resolve that block. If the person cannot access their email, someone responsible for Pipefy at the company can contact Support through chat. See how to unblock an account.
If the issue continues after permissions have been reviewed, collect the affected resource, intended action, observed result, time, and displayed message. This gives the next person useful information to investigate. Do not include passwords or authentication codes.
Validate the task with the person doing it
After the change, ask the person to perform the task using an authorized test record. In Purchasing, they should confirm that they can update the required information and see the requests intended for their role.
Opening a card with an admin account does not establish what another person can do. Validation should cover both the task and the information available to that person.
Record the process, approved participation, and who maintains the access. Use that record as a reference when someone joins the team or changes responsibilities.
To build on member permission management and process configuration, continue with the Pipefy Process Manager Certification.
Before moving on, confirm that you understand
☐ I can distinguish a login issue from a permission restriction.
☐ I can connect the task to the relevant access and responsible admin.
☐ I can recognize when a change depends on a group or identity provider.
☐ I can validate the task with the person and record the access decision.
Ready to keep access organized as your team changes? → How to manage members and invite users to your workspace, article in Portuguese.
