As an administrator of a company, you have the overall rights to edit the company and its content from the very beginning. To make it easier for you to work with multiple workspaces and users, we’ve created different roles that can be assigned to users on the platform in a single space, allowing you to manage content, customers, and partners with multiple employees.
We explain here how to set up the workspaces and what options are available when setting them up.
The rights in a workspace define the role of the respective user, which we will explain further here.
OWNER
As soon as someone is activated as an “owner”, this user additionally gets the right to make adjustments on the company level and to create further workspaces/areas. In these newly created workspaces, the user who created them is automatically the owner first.
Owners have overarching rights. All users with lower rights can be changed by owner. However, owners among themselves have the same status and can also restrict and edit each other’s rights again.
For example, Owner 1 has the ability to remove Owner 2 from a workspace or give him lower privileges in that workspace. An owner is not automatically an owner in every workspace of a company, so that other owners still retain the right to edit company data if they are still an owner in another workspace.
EDITOR
An editor has access to the administration in a workspace, can edit the permissions of visitors and the workspace data. Editors can set up events, add content, and edit all information and content in a workspace. The editor is best suited for maintaining a customer, partner or employee area and managing the content in it.
Editors cannot access company details or edit OWNERS rights. However, editors can change the permissions of other editors.
READER
Visitors who can access the content are readers. If it is a public company and a public workspace, all users have access to this workspace and no readers need to be set up. Once a workspace is “private”, users must be added or they register themselves to use the workspace.
INVITED
Users who register for access to a specific area, i.e. actively request access, are marked as “INVITED”. You as the owner/editor of a workspace will then automatically be notified that a new user has requested access, and after your individual check, you can move the user to a different rights status. As long as the user is marked as “INVITED”, he cannot access the workspace yet.
This status is important, for example, when you create internal areas or partner areas that not everyone should be able to access unchecked.
If you change the visitor’s rights, the visitor will automatically be notified of the change by e-mail so that he or she can log in again to access your content.
GUEST
Guest rights apply to private workspaces, which are set up in such a way that visitors can access the content immediately after registering in this workspace. This allows you to check which users you already know and classify as readers, and which visitors have come to you this way.
Guest status can also be used when a company wants to make certain content available to everyone without reviewing it. For example, via linking from a landing page. To set up this general access, the checkbox “Grant access by invitation” must be set in the details of the workspace (“Selection > Details” in the side menu). Thus, anyone who knows the link and registers there automatically becomes a “Guest”.
