Template permissions and visibility

Template visibility and template management are different permissions

Template permissions answer several questions: who can see the template, who can create a canvas from it, who can preview the content, who can edit the reusable structure, who can duplicate it, who can delete it, and who can change visibility or tags.

A person can be allowed to create from a template without being allowed to edit or delete it. That is normal. Reuse permission is broader than management permission in many workspaces.

For the template model, see Canvas templates overview.

Understand the source canvas for custom templates

Workspace custom templates are based on a source canvas, and ALLO keeps the two in step. A custom template has two visibility choices in Template settings: All [workspace] members or Only me. When the owner chooses workspace visibility, ALLO gives every workspace member access to the source canvas. When the owner chooses Only me, ALLO removes everyone else from it. There is no separate sharing step to forget.

If someone can see a workspace template in the library but still cannot preview it or create from it, do not work around it by sharing the source canvas by hand or making duplicates; duplicated templates carry the same problem forward. Ask a workspace admin to confirm the template's visibility, then contact support if the failure persists.

Common visibility patterns

There is no team-only or role-only setting for a custom template. Seeing the card, previewing the content, creating from it, and managing it are still separate capabilities.

Who can create from a template

People can create from templates they can access and use in the current workspace or creation context. Standard templates may be available broadly. Custom templates depend on workspace visibility and source access.

Creating a canvas from a template does not grant broad access to the new canvas. The new canvas follows the sharing rules of where it is created. If it is created inside a project, project context can matter. If it is standalone, the creator may need to share it.

If a teammate can create from a template but cannot open the canvas you created, share the new canvas or project. See Share a canvas.

Who can edit templates

Template editing is usually limited to owners or people with management permission. Editing a template changes the reusable starting point for future canvases. It does not rewrite canvases already created from the template.

If Start edit is missing, check whether the template is a standard ALLO template, whether you own or manage the custom template, and whether more than one template is selected.

If you need a variant but cannot edit the original, ask an owner to duplicate it or create a new custom template if your role allows.

Who can duplicate templates

Duplicate may be available for custom templates and sometimes for other reusable templates depending on workspace settings. Duplication is useful for real variants, not one-time use.

If Create template from this is missing, you may lack permission, the template type may not support it, or your workspace may restrict template management. If you only need a canvas, create from the template instead.

After duplicating, update name, tags, visibility, and preview content so the duplicate is not confused with the original.

Who can delete templates

Delete is usually restricted because it removes a reusable starting point from the library. Deleting a template does not delete canvases already created from it, but it can disrupt teams that rely on it for future work.

Before deleting, confirm that the template is obsolete, duplicated incorrectly, or replaced by a better current template. If only the owner still needs it, set it to Only me instead of deleting it.

If Delete is missing, ask a template owner or workspace admin.

Who can change visibility and tags

Visibility and tag changes affect discovery. A template made workspace-visible can become a standard starting point for many people. A template made private can disappear from other people’s library. Tags can make templates easier or harder to find.

Treat visibility and tags as library maintenance, not cosmetic tweaks. If a template is meant for broad use, choose clear tags before you switch it to workspace visibility. If it is a draft, keep it on Only me.

For organization guidance, see Search and organize templates.

Troubleshoot missing templates

If someone cannot see a template, confirm the workspace first. Then check search terms, tags, visibility, template type, and whether the template was renamed or deleted.

If another person can see it, compare roles and account. The template may be set to Only me, or the missing user may be signed in to a different workspace or account.

If it is a standard ALLO template missing for everyone, the workspace may not have that catalog entry available or the catalog may need support review.

Troubleshoot preview or creation failures

If someone can see a workspace template but cannot preview it, refresh once. Workspace visibility already shares the source canvas, so a preview that keeps failing needs a workspace admin or support to investigate, not a manual sharing change.

If preview works but creation fails, refresh and try again. Then check whether the creation context is allowed: standalone canvas, project canvas, or another location. If creation fails only in a project, project permission may be the issue.

If creation works for the owner but not for other users, compare template visibility and the users’ workspace roles.

Troubleshoot edit and delete failures

If Start edit, Template settings, Create template from this, or Delete is missing, check template type first. Standard templates often do not expose workspace editing. Then check your role and selection state. Start edit, Create template from this, and Template settings hide while more than one template is selected.

If an action appears but fails, refresh and try again. The template may have changed, been deleted, or had its visibility changed in another tab.

If the template is important and access is broken, contact a workspace admin or support with the template name, workspace, users affected, action that failed, and whether preview or creation works.

Permission examples

A workspace member can create from Sprint retro but cannot edit it because the template owner manages the standard structure.

A team lead can edit Customer interview - research because they own the custom template, but an external guest cannot use it, because workspace visibility covers workspace members only.

A team lead switches Onboarding checklist from Only me to workspace visibility. Every workspace member can now preview it and create from it, without anyone sharing the source canvas separately.

A canvas created from a template is private to its creator until shared, even though the template itself is workspace-visible.