Lookback is designed to support collaboration without compromising privacy, security, or research integrity.
Roles determine:
• what people can do
• what they can see
• how they participate in research
Understanding roles is especially important when working with stakeholders, clients, or larger teams.
WHEN TO READ THIS
Read this article if you are:
• inviting teammates or stakeholders
• managing access and permissions
• working in an organization with multiple roles
• unsure who can see participant information
ORGANIZATION ROLES
Roles in Lookback are assigned at the organization level.
Each role exists to support a specific responsibility.
OWNER
Every Lookback organization has exactly one Owner.
The Owner:
• owns the subscription
• has full access to all settings and Projects
• manages billing and contracts
• can assign Admins
There can only be one Owner per organization.
ADMIN
Admins help manage the organization.
Admins can:
• manage users and access
• configure some organization-level settings
• support research teams with Recruitment
Admins typically include research operations or platform owners.
COLLABORATOR
Collaborators are researchers and practitioners.
Collaborators can:
• create and run studies
• moderate sessions
• review recordings
• create notes, findings, and highlight reels
This is the primary role for people doing research.
OBSERVER (AVAILABLE ON ENTERPRISE PLANS ONLY)
Observers are logged-in users with limited visibility.
Observers:
• can view live sessions and recordings
• can participate in discussions and notes
• cannot see sensitive participant data (such as names or email addresses)
Observers are commonly used for stakeholders who need access to evidence but not participant details.
Observer roles are available on Enterprise plans.
GUESTS
Guests do not need a Lookback account.
Guests access Lookback through:
• secure public links
• the observer lobby
Guest links are open but unguessable.
Guests can:
• watch sessions
• view shared findings or highlight reels
Guests cannot:
• access organization settings
• see sensitive participant data or Projects
VISIBILITY AND PRIVACY
Lookback separates access deliberately.
Key principles include:
• participants cannot see or hear observers
• observers can see and hear sessions
• moderators cannot hear observers, but can see their chat
• sensitive participant data is restricted by role
This allows teams to collaborate while protecting participants and maintaining compliance.
CHOOSING THE RIGHT ROLE
A simple rule of thumb:
• Owners and Admins manage the platform
• Collaborators run research
• Observers view and discuss evidence
• Guests are invited to specific moments
Choosing the least permissive role that still enables collaboration is usually best.
WHAT TO READ NEXT
• Managing Users and Permissions – for step-by-step admin actions
• Working With Stakeholders in Qualitative Research – for collaboration patterns
• Security and Compliance – for data handling and governance