Manage User Access and Permissions

Where to Find User Management Settings

Control Center

At the bottom of the left panel, you’ll find:

• Organization Settings – the global control panel, accessible only to Org AdminsBrand Settings – the brand-level control panel, accessible to Org Admins and Brand Admins for their specific brands

Organization-Level Management

Inviting New Users

As an Organization Admin, you can bring new team members on board in two ways:

1. Invite as Organization Admin:
   • Click "Invite Users" in Organization Settings under User Role & Management tab
   • Enter their email address
   • Select "Admin" role
   • Type "admin" to confirm (this extra security step helps prevent accidental admin assignments)
   • They'll automatically receive admin access to all brands
2. Invite as Organization Member:
   • Click "Invite Users" in Organization Settings under User Role & Management tab
   • Enter their email address
   • Select "Member" role
   • Choose which brands they should access
   • Select one role (Admin, Publisher, or Viewer) for those brands

Please note: invitationsxpire after 7 days, but new ones can be regenerated by resending the invitation.

Viewing and Managing Current Users

When you open Organization Settings and go to the Users section, you'll see three key tabs that help you monitor and manage your team:

1. Current Users Tab Shows:
   • User names and email addresses
   • Organization roles
   • Who granted their access
   • When they joined
   • Which brands they can access
2. Invited Users Tab Displays:
   • Pending invitations
   • Invitation status (pending/expired)
   • Options to resend or delete invitations
3. Access Requests Tab Lists:
   • Users requesting to join
   • Their requested brands
   • Options to accept or reject

You can easily search for users by name or email and filter by organization role to find exactly who you're looking for.

Note: You cannot modify your own role or the roles of Organization Admins

Assigning User Roles

When assigning roles in Prism, you're defining what users can do within the platform. Let's explore how to assign roles through different methods:

Invites:

1. Click "Add Users" in Organization Settings
2. Enter the user's email
3. Choose their Organization role:
   • If selecting "Admin", they automatically get admin access to all brands
   • If selecting "Member", you'll need to:
     • Choose which brands they can access
     • Select one role (Admin, Publisher, or Viewer) for those brands

Via Access Request Approval:

You can assign only Organization member roles using Requests approvals.

1. Go to the “Access Requested User” tab
2. Find the pending request
3. Click "Assign Role"
4. Select their brand role from the dropdown
5. For Organization Members, specify which brands they can access
6. Confirm the role assignment

Note: If you want to assign Organization Admin to the access requested user, you can reject the request and invite them as an Org Admin using Add Users.

Changing User Roles

With User Roles & Management you can change organization roles for existing users.

Via the User List tab:

1. Find them in the user list
2. Use the role dropdown menu next to their name
3. Select their new role
4. Confirm the change

Via User Profile:

1. Find them in the user list
2. Click on their name to open their profile
3. Use the role dropdown in their profile to make changes
4. If changing to Organization Admin, you'll need to type "admin" to confirm
5. If changing to Organization Member, you can specify brand access and roles

Handling Access Requests

When users request to join via a platform connection:

1. You'll receive an email notification
2. Requests appear in the "Access Requests" tab
3. For each request, you can:
   • View the requester's details
   • See which brands they want access to
   • Accept or reject the request

When accepting a request:

1. Choose which brands they should access
2. Select the appropriate brand role
3. The user will receive an email notification

Brand-Level Management

Inviting New Users

As a Brand Admin, you can invite users specifically to your brand:

1. Click "Add Users" in Brand Settings
2. Enter email address
3. Select role (Admin, Publisher, or Viewer)
4. Send invitation

Note: Users invited at the brand level automatically become Organization Members.

Remember: Invitations expire after 7 days, but you can always resend them.

Viewing and Managing Current Users

In Brand Settings, you can:

1. View Users:
   • See all users with brand access
   • Filter by role
   • Search for specific users
   • Track access history
2. Monitor Access:
   • See who granted access
   • Check when users joined
   • View current roles

Remember: You cannot modify your own role or the roles of Organization Admins.

Assigning User Roles

Brand Admins can assign three types of roles:

1. Brand Admin: Full brand management capabilities
2. Brand Publisher: Can create and edit content
3. Brand Viewer: View-only access

As a Brand Admin, you can invite users specifically to your brand. Through Initial Invitation when inviting a new user, you'll choose their initial role:

1. Click "Add Users" in Brand Settings
2. Enter email address
3. Select role (Admin, Publisher, or Viewer)
4. Send invitation

Note: Users invited at the brand level automatically become Organization Members.

Changing User Roles

With User Roles & Management you can change brand roles for existing users in 3 ways.

Via User List:

1. Find them in the user list
2. Use the role dropdown menu next to their name
3. Select their new role
4. Confirm the change

Via User Profile:

• Find them in the user list
• Click on their name to open their profile
• Use the role dropdown in their profile to make changes
• You can modify a user's access roles for each brand.

Via Brand Settings (for brand-level roles only):

• Navigate to Brand Settings
• Go to the Users section
• Use the role dropdown next to the user's name
• Select their new role (Admin, Publisher, or Viewer)
• Note: This only changes their role for that specific brand

Via Bulk Management:

• Remove multiple users at once
  • Note: Bulk role changes aren't available at brand level

Handling Access Requests

When users request to join through a platform connection:

1. You'll receive an email notification
2. Requests appear in the "Access Requests" tab
3. For each request, you can:
   • View requester's details
   • See which brands they want access to
   • Accept or reject the request

When accepting a request:

1. Select the appropriate role
2. Choose which brands they should access
3. The user will receive an email notification

Best Practices

To maintain secure and efficient user management:

1. Regular Maintenance:
   • Review access levels periodically
   • Clean up expired invitations
   • Document role changes
2. Security:
   • Assign minimum necessary access
   • Keep access grant records
   • Use bulk operations carefully