Manage User Access and Permissions

Where to Find User Management Settings

User management in Prism is handled through two main areas:

• Organization Settings: For organization-wide user management
• Brand Settings: For brand-specific user management

You'll find both options in the Control Center at the bottom of the left panel. Remember, only Organization Admins can access Organization Settings, while Brand Admins can access Brand Settings for their specific brands.

Managing Users at the Organization Level

Viewing and Managing Current Users

When you open Organization Settings and go to the Users section, you'll see three tabs:

1. Current Users: Shows all active users
2. Invited Users: Displays pending invitations
3. Access Requests: Lists users requesting to join

The Current Users list shows you:

• User names and email addresses
• Organization roles
• Who granted their access
• When they joined
• Which brands they can access

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

Note:If an invited user already has a Prism account, they will automatically appear in the Current Users list.

Inviting New Users

Organization-Level Invitations

When inviting users as an Organization Admin, you have two options:

1. Invite as Organization Admin:
   • Enter their email
   • Select "Admin" role
   • They'll get admin access to all brands
2. Invite as Organization Member:
   • Enter their email
   • Select "Member" role
   • Choose specific brands they should access
   • Select one role for the chosen brands

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

Brand-Level Invitations

Brand Admins can invite users to their specific brand:

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

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

Note: These invited will by default have an Organization Member role assigned.

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:

Through Initial Invitation When inviting a new user, you'll choose their initial role:

For Organization-Level Invites:

1. Click "Invite 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

For Brand-Level Invites:

1. Click "Invite Users" in Brand Settings
2. Enter the user's email
3. Select their role for that brand (Admin, Publisher, or Viewer)

Via Access Request Approval When approving an access request:

1. Go to the Access Requests 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

Via User Management For existing users, you can assign or change roles using any of these three methods:

1. Direct from user list:
   • Find the user
   • Use the role dropdown next to their name
   • Select their new role
   • Confirm the change
2. Through user profile:
   • Click the user's name to open their profile
   • Use the role dropdown in their profile
   • Make the role changes
   • For Organization Admin upgrades, type "admin" to confirm
3. Through Brand Settings:
   • Navigate to Brand Settings > Users
   • Find the user
   • Use the role dropdown
   • Select their new brand-level role

Please note: Organization Admin role assignments require extra confirmation by typing "admin" in the verification field, as this grants significant permissions across the platform.

Changing User Roles

There are three main ways to change user roles in Prism:

Via the User List:

• Find them in the user list
• Use the role dropdown menu next to their name
• Select their new role
• 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
• If changing to Organization Admin, you'll need to type "admin" to confirm
• If changing to Organization Member, you can specify brand access and roles

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

When upgrading someone to Organization Admin:

• You'll need to type "admin" to confirm this powerful change
• They'll automatically get admin access to all brands

When changing someone to Organization Member:

• You can specify which brands they should access
• Choose their role (Admin, Publisher, or Viewer) for each brand
• Remove access to brands if needed

Managing Multiple Users at Once

The bulk edit feature have many advantages as well as specific limitations:

For Organization Admins:

• Can downgrade multiple Organization Admins to Organization Members at once
• When downgrading to Organization Member:
  • Can set brand access for all selected users
  • Can assign roles for the brands they'll have access to
  • Can remove access to specific brands

For Brand Admins:

• Can remove multiple users from their brand at once

Managing Users at the Brand Level

Brand User Management

As a Brand Admin, you can:

• View all users with access to your brand
• Filter users by role (Admin, Publisher, Viewer)
• Search for specific users
• See who granted access and when users joined

Note: You cannot modify your own role or the role of an Organization Admin, as they automatically have admin access to all brands.

Adding New Users to Your Brand

To invite users to your brand:

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

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

Note:These invited users will by default have an Organization Member role assigned.

Inviting New Users

Organization-Level Invitations

When inviting users as an Organization Admin, you have two options:

3. Invite as Organization Admin:
   • Enter their email
   • Select "Admin" role
   • They'll get admin access to all brands
4. Invite as Organization Member:
   • Enter their email
   • Select "Member" role
   • Choose specific brands they should access
   • Select one role for the chosen brands

Brand-Level Invitations

Brand Admins can invite users to their specific brand:

6. Access Brand Settings
7. Click "Invite Users"
8. Enter email address
9. Select role
10. Send invitation

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 good security and organization:

1. Regularly review user access levels
2. Clean up expired invitations
3. Document role changes
4. Assign the minimum necessary access
5. Keep track of who granted access for audit purposes