As an admin you are able to add additional users, and manage their user roles to control what each additional user can access. In this article you will learn:
- how to add a new user
- how to manage user roles
- adding an additional user to a different account
- switching between accounts
Important - in order to manage manage multiple user roles for your Hub account:
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To view and manage user roles, start by logging into the desired account/sub-account, then go to the menu and click on Settings and select Users:
From there, you'll find a list of current users, which includes the following information:
A) Search Users field - if you have a large volume of users, you can search for a specific user.
B) Account filter - filter for users with access to a specific account.
C) Role filter - filter for users with a specific role; Admin, Advanced, or Basic
D) New User button - click this to add a new user.
E) Name - the name of the user.
F) Email - email address of the user which is used to login.
G) Users - accounts and permissions applied to the user.
H) Last Login - timestamp denoting the last time the user logged in.
I) Ellipsis ("Meatball") menu - options to edit or remove users, and reset their passwords.
Inviting a New User to an Account
1. In the menu, click on Settings, then select Users.
2. Click on the New User button.
3. In the New user screen, configure the following:
A) Enter the email address(es) of the user(s) you want to invite.
● You can invite multiple users by separating them with a comma, space or press return.
B) Select a Role for the user:
● Administrator - full access.
● Advanced - full access - Except billing, user management, and account configuration.
● Basic - restricted access - Can send and view their own messages and replies. Unable to view other users' messages. Unable to edit contacts or templates and cannot export resources.
● For more information about User Roles, check out this article.
C) Select which accounts/sub-accounts you want the new user to have access to.
● This option is only available if you are working from an account that has sub-accounts attached to it, otherwise the account is set by default as the account from which the invite is being sent.
● If your account has multiple sub-accounts and grandchild accounts (e.g. Level 2, 3, 4, 5 sub-accounts), you can select one or more of these accounts for the user to access.
D) Decide whether you want to add this user to other accounts but with a different role.
● For example, you may want the new user to have restricted access (e.g. "Basic" user role) on the parent account, but to have admin rights on one or more sub-accounts:
4. To complete the process, click the Send Invitation button in the bottom right corner.
5. An email invitation is sent to each recipient, detailing the accounts they are being granted access to, along with the URL and email address to use for logging in.
● The user must click the Accept Invitation Now link in the email to complete their registration. Until they accept the invitation, create their profile, and log in for the first time, the user will be marked as Pending in the Users list:
Editing an Existing User's Role
It's possible to change a User's role after they've joined an account. Roles can be increased or decreased depending on requirements.
1. In the menu, click on Settings, then select Users.
2. Locate the user you want to upgrade and click on the corresponding ellipses menu (three dots), then select Edit profile:
3. In the Profile Details screen under the Home tab, locate the heading Account and sub account access - this is where you'll see the accounts and sub-accounts the user has access to:
4. Click the down arrow next to the current access level of the account(s) where you want to change the user's role, then select the required role from the drop-down menu:
5. Confirm the changes by clicking the Save button in the bottom right corner.
Adding an Existing User to Additional Accounts
1. In the menu, click on Settings, then select Users.
2. Locate the user you want to upgrade and click on the corresponding ellipses menu (three dots), then select Edit profile:
3. In the Profile Details screen under the Home tab, locate the heading Account and sub account access and click on Assign with another role to more accounts:
4. Assign the desired user role from the drop-down menu, and select the accounts/sub-accounts you want to allow access to under that permission level:
5. You can also remove a user's access to specific accounts or sub-accounts by clicking on the trashcan icon to the right hand side of the relevant account item:
6. Confirm the changes by clicking the Save button in the bottom right corner.
Switching Between Accounts
Users with access to multiple accounts can access the accounts by clicking on the account switcher at the top of the main menu, then selecting the desired account from the list: