Personas
Persona limits and who can do what
How many personas your role lets you make, what each role may do, and the Free plan.
Step 1
The used badge
Next to New Persona, a badge such as 3 of 5 used counts the personas you have made against your role's limit. Switched-off personas count; your practice persona does not. Roles without a limit see no badge.
Personas
Specialized AI assistants with preconfigured knowledge and behavior
Your personas
Editor
Tightens drafts in UK English
Step 2
At the limit
When you reach the limit the badge turns amber and New Persona is greyed out. Delete one of your personas to make room, or ask an admin to raise your limit.
Personas
Specialized AI assistants with preconfigured knowledge and behavior
Your personas
Editor
Tightens drafts in UK English
Step 3
What each role can do
Everyone can use personas. Members cannot create them. Contributors can make up to 5, all private. Moderators can make up to 10, share them, and edit personas others have shared. Admins and Owners have no limit and can edit or delete any persona. Admins see each role's limit under Organization, Role Access.
Default Roles
Owner
Full control of the organization, including billing
Admin
Manages users, groups, and roles across the organization
Moderator
Can act on documents and folders beyond their own
Contributor
Can create and edit content across the organization
Member
Standard access to their own content and org resources
Step 4
Custom roles set their own
Admins can build a custom role with exactly the persona permissions it needs: view, create, edit, delete and publish. With create ticked, Max personas per person sets its limit; leave it blank for unlimited. A custom role's limit replaces the base role's.
Step 5
The Free plan
Custom personas are not part of the Free plan, so the page shows a notice with a link to the plans instead of New Persona. If your organisation moves down to Free, personas you already have keep working; only making new ones stops.
Personas
Specialized AI assistants with preconfigured knowledge and behavior
Custom personas aren’t included in the Free plan
Upgrade to create your own specialised assistants. See plans
Your personas
Editor
Tightens drafts in UK English
Try it in Secretary, or create an account to get started.
Related guides
Finding your way around Personas
What a persona is, how the Personas page is laid out, and what each card tells you.
Creating a persona
Set up a new persona: its name, its instructions, the model it answers with, and where it can be used.
Giving a persona knowledge folders
Point a persona at the folders it should always search, and what each person who uses it can see.