Permissions and roles determine who can perform (or not perform) specific actions within the community.
It is important to note that the Customer Success Manager (CSM) handles setting up permissions and roles, usually in collaboration with your teams.
Definitions
What is the difference between a permission and a role? What are their specificities?
A permission determines what a user can see, do, or manage in the community.
Each permission has a default state, which is important to know before attempting to modify it:
- No one has the permission: For example, by default, no one is allowed to ban a user. You will need to decide who has access to this feature, such as a moderator.
- A user group (which can include everyone) has the default permission: Here, everyone (both your team and members) is allowed to comment on posts.
A role is a package of permissions that can be assigned to a user. Roles are particularly useful for defining specific roles (Admin, Community Manager, Moderator,...). There are two ways to assign a role:
- Manually assignable role: For example, if a new person joins your team, you will need to assign them admin rights. This can be done by clicking Give this role to a user.
- Role that can be requested: For example, if you want highly engaged members to be able to request to become moderators, you can make the role requestable, then accept or reject assigning it.
Create a Permission
You can create a permission configuration in Settings > Permissions & Roles > Permissions.
A permission configuration allows you to customize or more precisely limit access to this permission. To create one, click the Add button next to the chosen permission.
Here are the configurable elements:
- Name: Differentiate the configuration with a clear name
- Grant or deny: Choose to configure granting (grant) or denying (deny) the permission
- Targeting a role or status: Choose a role or status to apply the configuration to a specific segment
- Targeting one channel or all channels: Choose a channel to apply the configuration to a specific place
If you do not choose a role or status, you can define conditions to obtain the permission. The conditions are the same as for missions (e.g., post X times in a channel).
For example here, we are creating a specific configuration of the "Access activity in profile" permission.
This configuration allows you to prevent visitors (people not logged into the community) from accessing the activity of members from their profile, regardless of which channel the visitor is in.
List of permissions
All existing permissions are listed below:
| Name | Action |
Access to channel | View the channel entry in the channels menu and view the channel’s content. |
Access to moderation feed | Access and view the content of the “All posts” tab in the Moderation channel. |
Access To Moderation System |
|
Access To Platform | Access unrestricted content in the BEP. |
Answer | Be able to respond to a chat question from the platform. |
Appear In Rankings | Allows you to be counted in the ranking to appear in the user leaderboard. You must manually configure this permission to deny it to admins. |
Ban User | Ban or unban a user. |
Comment on metaposts | Comment on a post. |
Create Events |
|
Create Private Discussion | Create a chat conversation between one or more users (works for one-on-one chat and posting in a chat room). |
Delete Answers If Someone Has Been Flagged | Delete a chat response only if it has been flagged from the moderation channel. |
Delete Messages | Delete your own message in a chat channel. |
Delete own metaposts | Delete your own metapost. |
Delete Post If Someone Has been Flagged | Delete a chat question only if it has been flagged from the moderation channel. |
Delete Public Messages | Delete someone else’s message in a chat channel: chatroom and one-on-one. |
Delete users | Ability to delete a user and all content they created from their profile on the platform. |
Edit Answers | Edit your own chat reply for 5 minutes. |
Edit Other Events | Ability to edit and delete an event created by anyone on the platform. |
Like metaposts | Like a metapost . |
Like products | Like a product from a product feed channel or from the product details page. |
Manage Channels |
|
Manage Contests | View the “Contests” page in the admin panel and thus be able to create, edit, and delete contests. |
Manage Roles Requests | View and manage role requests. |
Moderate metaposts | Delete or edit someone else’s post. |
Pin a post | Pin a post to the top of a channel. |
Post a metaposts | Post in the community. |
Publish Pending Questions Or Answers |
|
Report User contents |
|
Report Users | Report a user. |
Schedule a post | Permission to schedule metaposts. |
Send chatroom Messages | Ability to send a message in the Chatroom channels. |
Send Emails from admin | Ability to send/schedule an email from the admin to all users: Community Emails + Product Testing. |
Subscribe To Events | Register for an event. |
Undelete metaposts | In the moderation channel, allows you to restore a post that has been deleted. |
Update other’s metaposts | Edit any user’s post (posts approved by admins cannot be edited; they must be unapproved to be edited). |
Update own chatroom messages | Edit your own message sent in a chatroom-type channel. |
Update own metapost | Edit your own post. |
Update Product Testing |
|
Update Products |
|
Update Roles |
|
Update Settings |
|
Update SEO settings on metaposts | Edit the meta title and meta description of each post if the channel is configured for SEO. |
Update Surveys | Create / Edit / Delete a poll. |
Update Wordings | View and change the wording in the V2 admin panel. |
Upload Attachements | Upload attachments, PDFs, images, or videos to Posts/Galleries/Pairings/Post Events/Routines (any meta-post). |
Validate Metapost’s Comment | Permission to approve a post comment (corresponds to a resolved post for the wiki): it is important to enable the “Allow comment validation” option in the “comment configuration” of the desired channel. |
Validate Metaposts | Permission to approve a metapost: it is important to enable the “Allow post validation” option in the “post configuration” of the desired channel. |
Validate missions | Validate missions in Admin V2. |
Manage permissions
- Editing : Edit the name and/or conditions of an existing permission by clicking on Edit. You cannot modify the associated channels, roles, or statuses.
- Deleting : Delete a permission by clicking Delete. Please note that if you delete it, the associated configuration will be lost. However, you can recreate it if you made a mistake.
Create a role
You can create a role in Configuration > Permissions & Roles > Roles by clicking on the + Add a role button.
Here are the configurable elements:
- Name : Differentiate the role with a clear name
- Icon image (optional) : Image associated with the role that will appear next to the username
- Description : Specify the purpose of this role. The description is only displayed in the email.
- Role is requestable : Enable this option
so that users can request this role.
- Role is hidden on profile : If this option is enabled, the role is not visible in members' profiles.
- Owners are featured : If this option is enabled, the role name will be fully displayed next to the username. If an icon was chosen, it will appear next to the username.
- Conditions : You can add conditions to automatically assign the role (unless it can be requested).
- Permissions : Choose the permissions this role grants access to.
Manage roles
- Edit : Modify the name, icon, description, and toggleable options of a role by clicking Edit.
- Delete : Remove a role by clicking Delete.
Assign a role to a user
Once the role is created, it can be assigned to users manually or by approving a request.
- Click the Give this role to a user button.
- Select one of the two options to find the user: by their email (recommended to avoid confusion), or via the database (note: multiple users may have very similar usernames).
- Then click the Add button when the user appears to assign the role.
You can see the list of users who have applied in Configuration > Permissions & Roles > Requests for role. Click Give role to assign it or Deny to refuse.
Remove a role from a user
Check the list of users with a specific role by clicking on Users with this role. From there, you can remove a user from a role by clicking the cross next to their name.
Requestable role
To allow users to apply for a role, the Role is requestable option must first be enabled .
It is also necessary that the Role is hidden on profile option is disabled .
With these options, users can apply for roles directly from their profile.
Restrict access to a channel via a role
You can create a channel that is only accessible if the user has applied for a role and it has been assigned. Here's how to configure it:
- Follow the role creation procedure
- Enable the Role is requestable option
- Add an Access to channel permission and choose Permission in Permission or deny?
- In the following field, select the specific channel you want to restrict
When users see the channel in the menu, it can be visible or restricted.
The member can click "Apply to the role" to directly request the role needed to access this channel.
Once a user's role request is approved, they will have access to the channel.
Export roles
You can export the list of users with a role and their details by going to Statistics > Users:
- Click on
Fields then check the
Roles filter
- Once the Roles column is added to the table, click on the filters
- Select the desired role (for example Admin) then click Apply at the bottom of the filter list
- You can export the list of all users with this role by clicking the Export button