Rayyan supports four roles. Each role defines what a member can see and do within a review. This article covers what each role can do, which roles require a paid seat, and how a Collaborator’s access is shaped by the review owner’s plan.
Roles overview
| Role | Best for | Seat required? |
|---|---|---|
| Owner | The person who created the review — has full control over all settings, members, and the review lifecycle | No |
| Collaborator | Core team members who need access beyond screening — including data management, deduplication, and advanced workflows | Yes — paid seat required (see below for Institutional exceptions) |
| Reviewer | Team members focused on screening and assessment — can screen, label, and add notes, but cannot manage the review | No — free on all plans |
| Viewer | Supervisors, advisors, or stakeholders who need read-only visibility into the review | No — free on all plans |
What each role can do
| Permission | Owner | Collaborator | Reviewer | Viewer |
|---|---|---|---|---|
| Access review | ✓ | ✓ | ✓ | ✓ |
| Screen references (Include, Exclude, Maybe) | ✓ | ✓ | ✓ | — |
| Apply labels and exclusion reasons | ✓ | ✓ | ✓ | — |
| Add user notes | ✓ | ✓ | ✓ | — |
| Use Filters Panel (10+ facets) | ✓ | ✓ | ✓ | — |
| Run Compute Ratings | ✓ | ✓ | ✓ | — |
| Import and export references | ✓ | ✓ | — | — |
| Upload and attach PDFs | ✓ | ✓ | — | — |
| Detect and resolve duplicates | ✓ | ✓ | — | — |
| Copy references between reviews | ✓ | ✓ | — | — |
| Access Data Extraction and Risk of Bias | ✓ | ✓ | — | — |
| Generate PRISMA diagram | ✓ | ✓ | — | — |
| Create samples | ✓ | ✓ | — | — |
| Invite members | ✓ | — | — | — |
| Toggle Blind Mode | ✓ | — | — | — |
| Edit review settings | ✓ | — | — | — |
| Archive or delete the review | ✓ | — | — | — |
How a Collaborator’s access is determined by plan
A Collaborator’s access to features is not fixed — it depends on the plan held by the review owner. The Collaborator inherits the feature set available under the owner’s plan. Seats are purchased by the review owner as part of their Individual plan — for details see Account, Plans & Billing.
| Feature | Essential | Advanced | Institutional |
|---|---|---|---|
| All Reviewer permissions | ✓ | ✓ | ✓ |
| Import and export references | ✓ | ✓ | ✓ |
| Upload and attach PDFs | ✓ | ✓ | ✓ |
| Detect and resolve duplicates | ✓ | ✓ | ✓ |
| Auto-Resolver | ✓ | ✓ | ✓ |
| Copy references between reviews | ✓ | ✓ | ✓ |
| Generate PRISMA diagram | ✓ | ✓ | ✓ |
| Access Data Extraction and Risk of Bias | ✓ | ✓ | ✓ |
| Create samples | 1 per review | ✓ Unlimited | ✓ Unlimited |
| PICO AI | — | ✓ | ✓ |
| ResearchPilot™ Suite | — | — | Subject to institution’s contract |
How Institutional plans handle Collaborator access
Under Institutional plans, access is license-based rather than seat-based. The review owner still chooses the role for each member they invite — Viewer, Reviewer, or Collaborator — but whether a seat cost applies depends on whether the invited member holds an Institutional license. Inviting someone outside your institution’s license as a Collaborator is not supported — they can be invited as a Reviewer or Viewer at no cost.
| Scenario | Viewer / Reviewer | Collaborator |
|---|---|---|
| Institutional owner → licensed member (same institution) | ✓ Free | ✓ Free — no seat required |
| Institutional owner → non-licensed member | ✓ Free | Not available — limited to Reviewer or Viewer |
| Individual plan owner → anyone | ✓ Free | Seat purchase required |
Continue to: How to Use Blind Mode in Rayyan
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