Managing People & Groups

Delete people or invite users, apply roles & assign projects to people, reset passwords, create and move users to groups, bulk manage users

Bruno Wilson avatar
Written by Bruno Wilson
Updated over a week ago

Learn how to use People and Groups, this guide includes:

Overview of Team Members

In the team member's view you'll find the following lists:

  • A full list of 'All users'

  • A list of users 'Pending invite' (e.g. users who have been sent an invitation to join your account but have not yet responded)

  • A list of 'Guest users' (e.g. users who have created a guest account to view shareable links but are restricted from accessing your account's other projects)

Here you can easily manage your user groups, manage your users individually or in bulk, and invite new users to join your account.

Using Roles and Permissions to create custom roles

A role is a set of permissions that can be applied to multiple people or an individual user. The role applied will determine things such as whether people can write content, edit item structure, see only the items they have been assigned to or see everything inside a project they have access to.

You'll begin with some default roles but can go ahead and create as many custom roles as you need before you invite people to join your account:

First, select 'create new role' and then choose your permissions to fully customise it.

Inviting people to your account

You can invite as many users to your account as you need. All of our plans come with unlimited users.

You can invite people to your account from the People & Groups area by clicking the invite button:

Before you start adding people to your Content Workflow account, it's good practice to have their role set up first as you will need to assign a role when sending the invite. 

Those invited will receive an email with an invite link that expires after 14 days. When they click the invite link, they'll be asked to set a password before logging into their account.

If the invite link expires, they will need to be invited again.

Pending users

People who have been invited, but have not yet accepted their invite, are shown in the "Pending invite" tab. These users can still be mentioned in comments and assigned to items and can be identified when doing so via their "Pending" status.

Note: Any mentions and item assignments of pending users will be lost if their invite expires.

Manage users' access to projects

Depending on someone’s role they may automatically be given access to all projects, while others will have to be manually added to projects to access them. While this can be determined during the invite process, you can of course change project access at any time.

To change project access for a user, head to People and Groups.

Under the 'All users' view, search for the user you would like to assign projects to. Click on the dropdown button in the "Projects" column.

Select which projects you would like them to access using the checkboxes.

When you're finished, click "Assign projects" to save your changes. This will immediately grant them access to these projects.

You can also assign projects to multiple users in one action. To do this, click on user rows to select them. The bulk action bar will then appear at the bottom of the screen. From the action bar, choose the "Add to projects" option.

Create, delete and manage user groups

Every person in your Content Workflow account belongs to a group and has a role.

Groups are used to organise your team, and to help you find people more quickly by splitting up a list, i.e. internal teams, external agencies, legal teams, etc.

To add a new group, click 'Create new group' and add a name. Hit Return (⏎) to save.

To delete or rename a group, click on the 3 dots next to the name of the group and select one of the options:

Click on the name of a group to view which users are included in it.

A person can only belong to one group at a time, but you can easily drag and drop your users between groups to change this.

How to make bulk changes to multiple users

Using the bulk select tool, you can; 

  • Select one or select all users

  • Assign users to projects

  • Assign users to one or multiple projects

  • Change the role of your users

  • Reset the password of one or multiple users

  • Delete one or multiple users

Managing users individually

Each person will have a profile where you can see and edit their role.

By clicking on a users name or the 3 dots shown in the row you can;

  • Delete an individual user

  • Reset the user's password

  • View users individual profiles 

  • Assign users to projects

  • View the recent activity of individual users

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