Workshop User Permissions overview

User permissions control the level of access a user has within Workshop. This overview details each level of access and how to set permissions in Workshop.

Overview

Workshop’s user permissions control the level of access a user has when using our platform.  There are three levels of access: admin, full access or limited access.

Within limited access, you're able to grant more granular permissions to users to customize sending and ghostwriting abilities. 

Admin permissions have the keys to the kingdom! Admin users have full access to the entire Workshop billing subscription, as well as the ability to create/manage your organizational blackout dates, data syncing, SSO settings and app libraries.  Admins are able to invite others to Workshop and assign user permissions to all users.

Full access permissions grant users access to all features, except creating/managing blackout dates for your organization, Workshop subscription billing and integrations. Full access users have no restricted sending permissions, meaning they can send to all distribution lists and have full ghostwriting permissions. Full access users can manage distribution lists and upload CSVs of users and/or lists. 

 

Limited access permissions provides the ability to grant users limited access across the entire Workshop platform. The various features that you can turn on or off for these users are:

• Can they manage lists? With this enabled, a Limited Access user can import/update manual lists, create/edit automatic lists as well as, choose which lists to sync over from your Active Directory, if this is your data source. 
• Can they create and own groups? With this enabled, a Limited Access user can create & own groups.
• Can they send emails? With this enabled, a user can send emails out of the Workshop platform. If not, they are able to create email drafts but are not authorized to send or schedule. 
• Who can they send emails to? Within this enabled, the user can be granted access to send to every person/list within your Workshop account or they can have access revoked from some lists / they can be limited to send to only certain distribution lists. 
• Can they send to any list they create? With this enabled, a user can immediately gain access to lists that they have created within the platform. They no longer have to be granted access to that list before send.
  • This permission will only ever show for a user that has the ability to manage lists but can only email some distribution lists
• Hide lists that they do not have permission to send to? With this enabled, users can only view & manage lists they have access to send to
  • This permission will only ever show for a user that can only email some distribution lists
• Can they ghostwrite? With this enabled, a Limited Access user can ghostwrite or send emails on behalf of another email address. You can allow them to ghostwrite for any email address or you can limit them to only certain emails.

• Can they publish Journeys? With this enabled, users can not only create Journeys but they can also publish those Journeys. (Note: sending permissions will still apply to the audiences that this user can select within Journeys). 

   

If you have the SMS add-on, you can also set up the following permissions in relation to SMS for a Limited Access user

• Can they send texts? If enabled, a user can send text messages out of the Workshop platform as well as, interact with the SMS inbox associated with your company. 
• Who can they send texts to? With this permission, you can allow the user to send to every contact within your Workshop directory or they can have access revoked from some lists / limited to send to only certain distribution lists. 
  • To note, this permission will also filter down which contacts the Limited Access user can facilitate direct communication with via the SMS inbox. 

• Which number(s) can they send from? With this permission, you can restrict users from being able to send SMS messages from a given phone number as well as viewing that number's inbox.

   

If you have the Pages add-on, you can also set up the following permissions in relation to Pages for a Limited Access user

• Can they publish Pages? If enabled, a user can create and publish Pages within the Workshop platform. By publishing the Page, the content on the Page will be visible to anyone that accesses the URL of the Page.

Applying user permissions

To note, only Admin users have the ability to assign permissions on other users within the Workshop account. 

1. Within the top bar navigation, click into Manage > Users.
2. Locate the user whom you want to update permissions for, hover over the user and a 3dot menu will display to the far right in their row.
3. Click into that 3dot menu and you will see an option of Assign permissions.
4. Upon clicking into the Assign permissions option, you will be presented with the following panel where you can make changes & save those changes to update the user. 

In addition to assigning permissions to individual users, you can assign permissions to multiple users in bulk. This is helpful when you need to quickly update access for a group of users who should share the same permissions.

To bulk assign permissions:

1. Within the top bar navigation, click Manage > Users.

2. Use filters at the top of the Users page to narrow down the list of users you want to update.

   • Tip: The Group filter is especially useful, as groups typically contain users with similar roles or responsibilities.

3. On the filtered results, select the checkboxes next to each user you want to update.

   • You can only select users that are visible on the current page.

4. Once multiple users are selected, choose the Assign permissions action.

5. In the permissions panel, make your updates and save to apply the changes to all selected users.

Important notes:

• Bulk selection and permission assignment only apply to users on the same page.

• Selections do not carry over across pages at this time. If users span multiple pages, you’ll need to repeat the process on each page.

   

Who can add users to our Workshop account?

Any Workshop user has the ability to add other users to the Workshop account.

If a Full Access or Limited Access user invites another user to the Workshop account, that new user will have the Limited Access role assigned to them with no permissions enabled.  

How can I add users to our Workshop account?

Users can be added to the Workshop account by:

• Inviting a user from the Users page
  • 

• Sharing an email or template with an email address that is not currently a user within the Workshop account
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When I add a user to our Workshop account, what permissions are they granted?

Admins have the ability, during the invite process, to assign a different set of permissions to the invitee. 

If a Full Access or Limited Access user invites another user to the Workshop account, that new user will have the Limited Access role assigned to them with no permissions enabled.  

Here is a detailed breakout of what each role has access to do in Workshop 

Email

Text

Pages