Workshop User Permissions overview

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:

See the full list of Limited Access User permissions

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
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• 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 

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You will learn

• The three levels of user access in Workshop: Admin, Full access, and Limited access
• How to fine-tune Limited access permissions across lists, sending, ghostwriting, Journeys, and the directory
• How SMS and Pages permissions work for Limited access users, if you have those add-ons
• How to control which attributes a Limited access user can see
• How to assign permissions to one user, or many at once
• How users are added to your Workshop account, and what access they get by default
• What each permission level can do, feature by feature

Requirements: Your account is on a Premium plan, and your user has Admin permissions. If you're interested in using permissions within your organization, contact your account manager or reach out to our team.

Overview of permission levels

User permissions control the level of access a user has within Workshop. There are three levels of access: Admin, Full access, and Limited access. Within Limited access, you can grant more granular permissions to customize a user's sending and ghostwriting abilities.

Admin permissions have the keys to the kingdom. Admin users have full access to the entire Workshop subscription, including the ability to create and manage your organization's blackout dates, data syncing, SSO settings, and app libraries. Admins can invite others to Workshop and assign permissions to any user.

Full access permissions grant users access to all features, except creating or managing blackout dates, subscription billing, and integrations. Full access users have no restricted sending permissions — they can send to all distribution lists and have full ghostwriting permissions. They can also manage distribution lists and upload CSVs of users and lists.

Limited access permissions give you the ability to grant a custom, need-to-know level of access across the platform. You decide exactly which features and attributes a Limited access user can see.

Limited access: feature permissions

For a Limited access user, you can turn the following features on or off individually:

• Can they manage lists? Lets the user import or update manual lists, create and edit automatic lists, and choose which lists sync over from your directory source.
• Can they create and own groups? Lets the user create and own groups. Group owners can edit, delete, transfer ownership, and manage sharing for the groups they own.
• Can they send emails? Lets the user send emails from Workshop. If this is off, they can still create drafts, but can't send or schedule them.
• Who can they send emails to? Grants access to every list and person in your account, or restricts the user to only certain distribution lists.
• Can they send to any list they create? Automatically grants send access to lists the user creates, without requiring a separate grant. This only appears for users who can manage lists but are limited to some distribution lists.
• Hide lists they don't have permission to send to? Limits the user's view so they can only see and manage lists they can already send to. This only appears for users limited to some distribution lists.
• Can they ghostwrite? Lets the user send on behalf of another email address — either any address, or a limited set you specify.
• Can they publish Journeys? Lets the user create and publish Journeys, not just build them. Their sending permissions still apply to which audiences they can select.
• Can they manage the directory? Controls whether the user can add new people to the directory, manually or via CSV upload. When this is off, uploading a CSV with people not already in the directory triggers an alert listing who was excluded, with a downloadable CSV of those exclusions, and Add person, Remove person, and Edit person are all disabled on the Directory page.
• Setting a user's attribute access - Learn More

Limited access: SMS permissions

If you have the SMS add-on, you can also configure the following for a Limited access user:

• Can they send texts? Lets the user send text messages and interact with your company's SMS inbox.
• Who can they send texts to? Grants access to every contact, or restricts the user to certain lists. This also filters which contacts the user can message directly through the SMS inbox — it only restricts list access, not messaging individual contacts.
• Which number(s) can they send from? Restricts which phone number(s) the user can send from and view the inbox for.

Limited access: Pages permissions

If you have the Pages add-on, you can also configure the following for a Limited access user:

• Can they publish Pages? Lets the user create and publish Pages. Once published, the content on a Page is visible to anyone with its URL.

Setting a user's attribute access

Beyond feature-level permissions, Limited access users can also be scoped by attribute — down to a single field in your directory. You can set this when creating a new user, or when editing an existing Limited access user.

There are three attribute access modes to choose from:

• All attributes — The user sees every attribute in the directory. Nothing is held back, and there's no list to configure.
• All attributes except — Full access minus whatever you check off. Useful for hiding a small number of sensitive fields, like birthday, while leaving everything else open.
• Only some — Locked down by default. The user sees only the attributes you explicitly check.

Note: Every mode shares the same search box and an "attributes selected" counter, so you can find fields by name and confirm your picks before saving.

Note: When you share lists, users without access to certain attributes might still catch a glimpse of them in preview mode. Double-check the attributes you're sharing to keep your data private and under control — only show what's needed to your intended audience.

Assigning permissions to a user

Only Admin users can assign permissions to other users in your Workshop account.

1. Within the top bar navigation, click into Manage > Users.
2. Locate the user you want to update, hover over their row, and click the 3-dot menu that appears to the far right.
3. Select Assign permissions.
4. Make your changes in the panel that appears, then save to update the user.

Bulk assigning permissions to multiple users

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

1. Within the top bar navigation, click Manage > Users.
2. Use the filters at the top of the Users page to narrow down the list of users you want to update.
3. On the filtered results, select the checkboxes next to each user you want to update. You can only select users 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.

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

Note: Bulk selection and permission assignment only apply to users on the same page. Selections don't carry over across pages — if your users span multiple pages, repeat the process on each page.

How users are added to your account

Any Workshop user can add other users to your account. Users can be added by:

• Inviting a user directly from the Users page.
• Sharing an email or template with an email address that isn't yet a user in your account.

Default permissions for invited users

Admins can assign a different permission set to an invitee during the invite process. However, if a Full access or Limited access user invites someone new, that new user is automatically given the Limited access role with no permissions enabled — an Admin will need to configure their access afterward.

What each role can do

Here's a detailed breakdown of what each permission level has access to do in Workshop, by feature: