Roles & Permissions

Learn how to configure roles and permissions for your team.

Overview

Roles and permissions control what team members can do in your workspace. A well-configured permission system:

• Protects sensitive features
• Prevents accidental changes
• Streamlines workflows
• Maintains compliance

Understanding Roles

What is a Role?

A role is a collection of permissions that can be assigned to team members. Instead of setting permissions individually, you assign a role that includes the right permissions for that person's responsibilities.

Default Roles

OmniSocials provides several default roles:

Owner

• Full access, can't be removed
• The person who created the workspace

Admin

• Full access to features and settings
• Can manage team members

Manager

• Can manage content and basic settings
• Can view analytics

Editor

• Can create and edit content
• Limited settings access

Viewer

• Read-only access
• Can view but not modify content

Available Permissions

Content Permissions

create_schedule_post

• Create new posts and schedule them

edit_posts

• Edit existing posts

delete_posts

• Delete posts

publish_posts

• Publish posts immediately

Engagement Permissions

access_social_inbox

• View and respond to messages

approve_posts

• Approve posts in approval workflow

Analytics Permissions

access_analytics

• View analytics dashboard

export_analytics

• Export analytics data

Admin Permissions

manage_team

• Invite/remove team members

manage_roles

• Create and edit roles

manage_workspace

• Edit workspace settings

manage_billing

• Access billing and subscription

Accessing Role Settings

1. Go to Settings in the sidebar
2. Click Organisation
3. Select Roles

Managing Roles

Viewing Roles

See all roles in your workspace:

• Role name
• Number of members with this role
• List of permissions

Creating Custom Roles

To create a new role:

1. Click Create Role
2. Enter a role name
3. Select permissions to include
4. Click Save

Tips for custom roles:

• Name roles after job functions (e.g., "Social Media Manager")
• Group related permissions together
• Document what each role is for

Editing Roles

To modify an existing role:

1. Find the role in the list
2. Click Edit
3. Add or remove permissions
4. Click Save

Note: Changes apply immediately to all members with that role.

Deleting Roles

To delete a custom role:

1. Find the role
2. Click Delete
3. Reassign members to another role
4. Confirm deletion

Default roles cannot be deleted.

Assigning Roles

To New Members

When inviting someone, select their role during the invitation process.

To Existing Members

1. Go to Team settings
2. Find the team member
3. Click on their current role
4. Select the new role

Multiple Roles

Currently, each member can have one role per workspace. Use custom roles to combine permissions if needed.

Role Hierarchy

Roles follow a general hierarchy:

Owner > Admin > Manager > Editor > Viewer

• Higher roles include permissions of lower roles
• Owners can modify any role (except their own)
• Admins can manage all roles except Owner

Permission Checks

Frontend Protection

The interface hides features users don't have permission to use:

• Buttons and menu items won't appear
• Protected pages redirect to an error

Backend Validation

All actions are validated on the server:

• Even if someone finds a hidden feature, they can't use it
• All permission checks are logged

Best Practices

1. Start restrictive: Begin with minimal permissions, add as needed
2. Use roles, not individual permissions: Easier to manage
3. Document your roles: Keep a record of what each role should do
4. Regular audits: Review who has what access quarterly
5. Separate duties: Don't give one person all permissions

Role Templates

Marketing Agency Setup

• Admin: Agency Owner
• Manager: Account Managers
• Editor: Content Creators
• Viewer: Clients (view/approve only)

In-House Team Setup

• Admin: Marketing Director
• Manager: Social Media Manager
• Editor: Social Media Coordinator
• Viewer: Stakeholders

Troubleshooting

Permission Denied Errors

If someone gets a permission error:

1. Check their assigned role
2. Verify the role includes the needed permission
3. Check if the feature requires a higher subscription plan

Can't Edit Roles

If you can't modify roles:

• Verify you have manage_roles permission
• Only Admins and Owners can edit roles
• Contact your workspace Owner

Role Changes Not Applying

If changes don't seem to apply:

• Have the user refresh their page
• They may need to sign out and back in
• Clear browser cache if issues persist

Next Steps

• Manage team members
• Set up approval workflows