Access roles
Company employees work in the platform within a certain account. One account can be used by as many users as you want. We recommend that you create a new user for each employee.
You can set access restrictions for any user. Use groups and roles for it. Groups restrict user access to platform objects (databases, resources, templates, scripts, etc.). Roles determine allowed user actions within a certain group.
Let’s assume that the user works in group X. This user has no access to some message templates because they were created in another group. Roles do not restrict visibility of templates. However, the user will not be able to work with them. For example, if we remove group X restrictions from the user and assign them role Y, they will see all the message templates but they will not be able to edit them.
The scheme below shows how it works:
How to Create a Role
Let’s create a role for a trainee in the marketing department. The trainee is still learning and making mistakes, so it is better not to allow them to work on important tasks.
To manage roles, select «Settings» in the main menu → «Roles». Click «Create» to add a new role:
In the basic settings, enter the name of the role and briefly describe it (description is optional):
Now you need to configure access rules. Specify the groups for this role.
If a user-accessible group is not set for the role, the user will not be able to interact with the group objects.
Next, uncheck the boxes for actions you want to prohibit.
Let’s get back to our trainee. First, they are prohibited from editing resources, databases and scripts. If they accidentally reset some settings or delete some object, it will take a while to fix it. Besides, prohibit them from creating and editing a suppression list. The trainee can make a mistake and the customers who have unsubscribed from your newsletters will start receiving them again. They are unlikely to enjoy it.
Second, it is better if moderation is disabled for the trainee. Then they will save message templates only as drafts. Only a more experienced staff member can make them available in newsletters. By the way, this configuration is advisable if you use outsourcing email template layout services.
And last but not least, prohibit the trainee from starting campaigns so that they will not accidentally send a newsletter.
Save the role and go to «Settings» → «Users». Select the account in which your trainee works. Go to "Access". Add the role and group to it:
Now you can be sure that your trainee will master the platform step by step without incident.