Your service lead wants to see what customers are asking. Your shop manager wants to tweak what the assistant says about winterizing. You want to make sure nobody accidentally changes the rig template the week before three deliveries. All three of those are questions about which seat each person has in the Grover portal.
The portal at admin.getgrover.ai has three roles: owner, admin, and viewer. This post lays out what each one can see and change, who can add whom, and the few places where the edges are still rough.
Three Seats, One Rule of Thumb
Owners hold the keys. They can do everything an admin can, plus the things that shape what your assistant knows for every owner of a rig: the assistant's own documents, linking knowledge bases, editing the rig template and FAQs. Billing and signed agreements sit with owners too.
Admins run the day to day. They build and edit assistants, load documents onto a customer's account, post brand targets, run your Circles and events, schedule messages, invite customers, and read reports and chat logs. As of October 7, 2026, that includes creating a new assistant and changing an existing one's name, instructions, and status, which used to need an owner.
Viewers see everything and change nothing. That makes a viewer seat the right one for anyone who needs to know what is going on without needing to touch it.
Rule of thumb. If it changes what your assistant knows for every owner of a rig, it is an owner job. If it changes what your customers see this week, it is an admin job. If someone just needs to keep an eye on things, give them a viewer seat.
Who Can Do What
"View only" means the seat sees it but can't change it. "No" means the seat doesn't see it at all.
| Area | Owner | Admin | Viewer |
|---|---|---|---|
| Create and edit assistants | Yes | Yes | View only |
| Assistant documents and knowledge bases | Yes | View only | View only |
| Rig template and FAQs | Yes | View only | View only |
| A customer's rig spec sheet | Yes | Yes | View only |
| A customer's documents (add, upload, remove) | Yes | Yes | View only |
| Invite customers, builder codes | Yes | Yes | No |
| Circles, members, and events | Yes | Yes | View only |
| Notifications to your Circle | Yes | Yes | View only |
| Brand targets | Yes | Yes | View only |
| Pin packages and book curation | Yes | Yes | View only |
| Company details | Yes | Yes | View only |
| Reports | Yes | Yes | No |
| Chat logs (Sessions) | Yes | Yes | Read only |
| Chat summaries | Yes | Yes | No |
| Team members | Add anyone | Add admins and viewers | No |
| Billing and signed agreements | Yes | No | No |
The same rules apply everywhere you reach Grover. The assistant behind the chat bubble at the top of the portal and the Claude connector both act as you, with your role. A viewer who asks either one to change something gets a plain no, not a half-finished change.
Adding Your Team
Team seats live on the Admins page in the portal. Owners can add owners, admins, and viewers. Admins can add admins and viewers, but not owners, so nobody can promote themselves past the seat they were given. New teammates sign in with a link sent to their email, so there is no password to share around the shop.
Give every person their own seat rather than sharing one login. When someone leaves, remove their seat and their access goes with it, including the Claude connector, which checks your role again on every request. There is no shared password or key to chase down.
Most shops land on one or two owners, an admin for whoever runs customer support, and viewer seats for everyone else who wants a window in.
Chat Logs and Your Customers' Privacy
What your customers ask their rig assistant is the clearest signal you will get about what your documentation is missing. As of October 7, viewers can read those conversations too, right on the Sessions page, so the people closest to your customers can see the questions without being able to change anything.
Those conversations include each customer's email address. Treat a viewer seat like access to your customer list, because that is what it includes.
Some things never reach the portal at all. The customer details you see are a fixed list: name, email, location, bio, and rig. Phone numbers are not on it. Photos served from Grover have their GPS location removed, and a shared pin link shows the town rather than the exact spot.
The Rough Edges, Honestly
Summaries stay with owners and admins. Viewers read every conversation on the Sessions page, but generating a summary uses part of your company's daily allowance, so that stays with owners and admins.
Admins can see a few owner-only buttons. The portal still shows admins some controls for documents, knowledge bases, the rig template, and FAQs, then refuses the save. The table above is the real answer: those are owner jobs. If an admin hits a refusal there, their account isn't broken. That control just belongs to an owner.
Reports stay with owners and admins too. The roll-up reports are built from those summaries, so viewers don't see the Reports page.
Where to Start
Open the Admins page and look at who has which seat. If anyone is sharing a login, split it up. If your support person is a viewer and keeps asking an owner to make small assistant changes, make them an admin.
And if you would rather talk it through, book a success call. We will go through your team and your rig template while we are in there.
Want a Hand Sorting Out Seats?
Grab a slot and we will go through who on your team should have which role. Takes a few minutes.
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