Team, roles and permissions
Team roles and permissions guide; inviting people by email, the account owner, admin and staff roles, what each permission allows and removing a member.
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More than one person can use a CollectAsist account. Each person signs in with their own email address and password; their role and permissions decide what they can see and do. The team is managed in the panel on the Settings page, under the Team tab.
Only the account owner and admins see the Team tab. Staff do not see it.
What you can do today
- Invite colleagues to the team by email
- Give each person the Admin or Staff role
- Choose staff permissions per person: view events, manage events
- Resend a pending invitation
- Change a person's role and permissions, or remove them from the team
- See each member's status and last sign-in time
Roles
| Role | Who | What they can do |
|---|---|---|
| Account owner | The person who created the account | Sees and changes everything; appoints and changes admins |
| Admin | A person appointed by the account owner | Sees and changes everything; manages the team and credit purchases |
| Staff | An invited employee | Works only with the permissions given to them |
Each account has a single owner. The owner's role cannot be changed, the owner cannot be removed from the team, and ownership cannot be handed over through an invitation.
Staff permissions
A person with the Staff role can be given two permissions:
- View events: Sees events and their content; cannot change anything.
- Manage events: Creates and changes events, moderates content, handles orders.
When you tick the manage permission, the view permission is ticked with it; if you untick view, manage is removed as well. A staff member with no permissions is listed as "No permissions granted" and cannot see events when they sign in.
Who can do what
| Task | Account owner | Admin | Staff |
|---|---|---|---|
| See events and content | Yes | Yes | With the view permission |
| Open events, change settings, moderate content | Yes | Yes | With the manage permission |
| Handle print orders, edit print products | Yes | Yes | With the manage permission |
| Change account, brand and billing settings | Yes | Yes | No (read-only) |
| Upload the logo and share watermark | Yes | Yes | No |
| Submit the service application, request scopes | Yes | Yes | No |
| Buy credits | Yes | Yes | No |
| Invite people, change staff permissions | Yes | Yes | No |
| Appoint, change or remove an admin | Yes | No | No |
| Change their own name, language and password | Yes | Yes | Yes |
Anyone can open the Credits page: the balance and packages are visible, but the Buy button is active only for the account owner and admins. Notifications belong to the account; everyone who uses the panel sees the same notification list.
Inviting a person
- On the Settings page, open the Team tab and click Invite a person.
- Enter the person's Email and Full name.
- Choose a Role: Staff or Admin.
- If you chose Staff, tick the ones you want to give under Permissions.
- Click Send invitation.
The person receives an invitation email. The Accept the invitation link in it opens the Accept your invitation screen; they enter their name, choose a password and click Create account and sign in to enter the panel. No separate email verification is asked for.
The invitation link is valid for 7 days and can be used once. Until the person accepts, they are listed with the Invited status; once they accept, the status becomes Active.
An email address can belong to only one CollectAsist account. If the address already belongs to a CollectAsist user, the invitation cannot be sent; invite the person with a different email address.
Resending an invitation
If the invitation email did not arrive or the link has expired, click Resend invitation on the person's row in the list. When a new link is sent, the old one stops working. You cannot send many invitations to the same person in quick succession; if you reach the limit, wait a while and try again.
Changing role and permissions
- In the Team list, click Edit on the person's row.
- Change the role or the permissions in the Role and permissions window.
- Click Save.
When the change is saved, the person's open sessions are signed out; they work with the new permissions after signing in again. Only the account owner can appoint or change an admin; an admin cannot change another admin's role.
Removing from the team
- Click Remove from team on the person's row.
- Confirm the question that appears.
The removed person's sessions are closed immediately and they can no longer access the account. You can invite the same email address again later. You cannot remove yourself from the team.
Remove an employee as soon as they leave; you do not need to change any password, their access ends the moment they are removed.
Extra photographer link and finer permissionsGeplant
A time-limited uploader link that lets extra photographers who are not account members upload only to the event they are assigned to, and finer permissions split into areas such as sales and reports, are planned. Today staff permissions consist of the two options above.