How to Manage Roles & Permissions in RunDiffusion | RunDiffusion

RunDiffusion offers cloud-based GPU workspaces and pre-configured AI tools designed to support professional creative workflows.

As architecture studios scale their use of generative AI, managing access, governance, and collaboration becomes increasingly important. RunDiffusion provides structured company roles and team roles that allow organizations to control who can administer the platform, manage user permissions, budgets, model access, and workflows.

By implementing role-based permissions, architectural offices can maintain security and oversight while enabling design teams to work efficiently. This guide explains how to structure roles, assign permissions, and maintain governance across teams.

1. Understand the Importance of Role-Based Access

Before configuring roles, it is important to understand why role-based access is necessary. Without defined permissions, organizations may experience several operational challenges:

• Uncontrolled model access. Users may interact with AI models that the organization has not approved
• Limited visibility into token usage and compute budgets
• Unauthorized third-party integrations connected to the platform
• Weak confidentiality controls for sensitive assets or project work
• Inefficient onboarding or offboarding of users
• Unclear responsibility for team management and governance policies

Role-based access ensures that administrative users manage platform configuration and governance, while design teams focus on producing work within approved workflows. This separation allows studios to scale AI usage while maintaining operational control within the RunDiffusion platform.

2. Configure Company-Level Roles

Company roles represent the highest level of administrative access within an organization's RunDiffusion environment. These roles control platform-wide configuration and governance.

Typical responsibilities of company administrators include:

• Managing company billing and subscription settings
• Inviting or removing users from the platform
• Assigning company roles and team roles
• Overseeing governance policies and platform configuration
• Monitoring usage reports and dashboards

Because these roles have broad permissions, studios typically assign them to a limited number of trusted administrators such as technology leaders, IT managers, or AI program leads.

3. Establish Team-Level Administrative Roles

After defining company-level roles, the next step is to configure team-level administration. Team administrators manage the internal structure of specific teams while still operating within the governance framework established at the company level.

Team admins are typically responsible for:

• Adding or managing team members
• Organizing projects, boards, and workflow templates
• Assigning token usage limits to control compute consumption
• Setting tool or workflow limits for team members

These roles are often assigned to team leads, design technology specialists, or workflow managers who coordinate daily work across projects.

4. Assign Standard Team Roles

Most users within the platform will fall under standard team roles. These users primarily focus on generating content and collaborating within existing workflows rather than managing platform settings. Standard team members can typically:

• Run AI workflows and generate visual assets
• Contribute to shared projects or boards
• Collaborate with other team members

This structure allows creative teams to focus on design work while administrative controls remain centralized.

5. Understand and Apply Best Practices for Managing Permissions

• Restrict Company Owner roles to a small number of trusted individuals
• Assign Team Admin roles to team leads, design technology specialists, or workflow managers
• Structure teams around departments, studios, or project groups to keep collaboration organized

Role-based access is a foundational component of scaling generative AI programs within architectural offices. By separating company-level administration from team-level collaboration, RunDiffusion allows lead designers to maintain governance and visibility while empowering teams to produce work efficiently.

A well-structured role system ensures that AI workflows remain organized, secure, and scalable as adoption grows across teams.

Explore RunDiffusion's product catalog or visit their website for more information.