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. The template card, template settings, and source canvas access need to line up. If they do not, someone might see the template in the library but fail to preview or create from it.

For example, a template owner may make a custom template visible to the workspace but forget that the source canvas is still private. The template looks available, but the content cannot load for other people.

When custom template access feels inconsistent, check both template visibility and source canvas sharing. Do not solve this by making random duplicates; duplicated templates can carry the same confusion forward.

Common visibility patterns

The exact labels can vary, but the principle is stable: seeing the card, previewing the content, creating from it, and managing it are 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 Edit is missing, check whether the template is a standard ALLO template, whether you own or manage the custom template, whether the template is restricted, and whether the source canvas still exists.

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 Duplicate 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 the template should only be hidden from some people, change visibility instead of deleting if that option exists.

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 and make sure the source canvas is accessible. If it is a draft, keep it private or restricted.

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 private, restricted, or based on a source canvas the missing user cannot access.

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 the template but cannot preview it, check source canvas access. Ask the template owner to open the source canvas and confirm intended users can view it.

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, source canvas access, and the users’ workspace roles.

Troubleshoot edit and delete failures

If Edit, Settings, Duplicate, or Delete is missing, check template type first. Standard templates often do not expose workspace editing. Then check your role, source canvas access, selection state, and whether the template is restricted.

If an action appears but fails, refresh and try again. The template may have changed, been deleted, or had its source canvas permissions updated 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 can only create from it if the guest has visibility and source canvas access.

A template appears in search but preview fails for most users because the source canvas is private. The fix is to adjust source canvas access or template visibility so they match.

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