3. Managing Users - Roles & Permissions

Share a Transkribus collection with colleagues, volunteers or students and assign them roles according to the tasks you want them to do

Previous step: Managing Collections

Transkribus provides a dynamic environment to curate and share collections. Efficient user management ensures seamless collaboration and data integrity. By familiarising yourself with roles and permissions, you can optimize the way team members interact within collections.

Accessing the User Manager

To start managing users, follow these steps:

  1. Go to the desired collection page.
  2. In the top right corner, next to the Upload Files button, you'll see a taskbar displaying the icons Information, Activity, Recycle Bin, User Manager, and Manage Tags.
  3. Click on the User Manager slider icon to access the user management interface.

Key Functions

In the User Manager, you can: 

  • Manage Users
    This tab displays a list of users with access to the collection:

    • View each user's role

    • Modify roles to better suit project needs
    • Remove users from the collection if required
  • Add Users
    You have the option to invite potential collaborators to join your collection:

    • Enter the email address associated with the invitee's Transkribus account.
      Make sure it's the correct address they used during registration

    • Once you have found the user, assign a role (Owner, Editor or Transcriber) and
      click Add User
    • The added user will receive a notification email about their new access rights


1. Transcriber

The Transcriber is tasked with converting content into a digital format. They can transcribe, modify transcripts/layout, and use specific advanced tools.

2. Editor

The Editor holds broader editing rights. They manage document details, pagination, and can perform specific collection interactions, ensuring content organization and accuracy.

3. Owner (Collection Owner)

The Owner has the highest level of permission, handling comprehensive collection management. They make overarching decisions, manage users, and maintain overall system integrity. It's possible to have more than one user with the role of Owner within a collection.

The following table provides a comprehensive overview of the various permissions that each role is granted within the Transkribus user management system. 


1. Document Interaction

Permission Transcriber Editor Owner
View Documents
Set page status
Delete Page Transcript
Export Docs
Edit Doc. Metadata
Edit Doc. Pagination
Move Docs
Create Shortcuts of Docs
Copy Docs
Delete Document
(only Doc Owner/Uploader)

2. Collection Management

Permission Transcriber Editor Owner (Collection Owner)
View Coll. Users
Manage Coll. Users
Manage Coll. Owners
Edit Collection Metadata
Delete collection
Add/Remove models
Create Document/Upload
Change Main Collection of Document

3. Special Permissions

Permission Transcriber Editor Owner
Add/Remove Credits (Credit Package Owner only)
Start Training



Transkribus eXpert (deprecated)

To share a collection with other Transkribus users, open the collection you want to share. Go to the Server tab in the Managing & Tool section and open the “User Manager”. Here you can see all the users in the collection and their roles.

To add new users to the collection, search them by the email address that they have used to register to Transkribus (if they have never registered on the platform or have used another email address, you will not find them). Once found them, select them from the list of found users and click “Add user” in the bottom-left corner of the window. You can add them with the role of Reader, Transcriber, Editor or Owner. The added user will then receive an email notifying them that they have been added to the collection.
Note that, in the Transkribus desktop client there is the additional role of a Reader, who only has the permission of viewing documents, but can't make any changes to the content of a page. 

The table below gives an overview of the different jobs/tasks the different roles are enabled to do.

To remove a user from the collection or change their role, select them from the list of users, then click “Remove user” or select another role from the drop-down menu.