Platform Admins and Admins can manage users by creating new accounts, adding users to teams, and managing roles and job titles. Users can belong to multiple teams, each with unique roles and job titles This ensures users have the correct permissions and access to the right content.
User Roles & Permissions
Platform Admin
Platform Admin
Goal: Manage the platform and administer workspaces and teams.
Platform Admins can perform the following actions:
Create Workspaces
Create Teams
Add new users to any Team
Resend user invitations
Create a branding theme for any Workspace
Create new guides
Edit existing Guides owned by any Team
Create and apply sign-offs
Publish Guides owned by any team in any Workspaces on their Platform
Share content with end-users through QR Codes or Share Links
See and export all checklist & sign-off results
See adoption & usage analytics
Admin
Admin
Goal: Manage Teams and Content
Admins can perform the following actions:
Add new users to their team
Resend user invitations
Edit their Team(s)
Create a branding theme for their Workspace
Set a Management Team for their Workspace
Create new guides
Edit existing guides owned by their Team
Create and apply sign-offs
Publish guides owned by their Team in the Workspaces assigned to their Team
Share content with end-users through QR Codes or Share links
See and export checklist & sign-off results on Guides belonging to my Team
See adoption & usage analytics for my Workspaces
Editor
Editor
Goal: Creating Guides & Editing Content
Editors can perform the following actions:
Create new guides for their Team
Edit existing guides owned by their Team
Publish guides owned by their Team in the Workspaces assigned to their Team
Share content with end-users through QR codes or links
See and export all checklist results on Guides belonging to my Team
See adoption & usage analytics for my Workspaces
Viewer
Viewer
Goal: View Content & Share Feedback
Viewers can perform the following actions:
Log in on their Team(s) Workspaces
View Published Guides on their Team(s) Workspaces
Give Feedback on Guides, Instructions, and Steps
🏅 Using Smart Skills? Assign a job title to users in your team
👥 Learn how to optimize your team structure here
Create a New User
Platform Admins and Admins can create new users in the platform and add them to the applicable teams.
Click User Management in the main menu
Select Users
Click the "+" button
Enter User details (Full Name & Email), then click NEXT
Note: If you receive an error message 'Email already exists', then this user already has an account on the platform.Select the Team to which you want to add this user
Select the Role the user should have in this Team
(Optional for Smart Skills) Assign a Job Title for this user in the Team
Click CREATE & INVITE USER
The user will receive an email invitation to join the platform.
Deactivate a User
Deactivating a user prevents them from accessing the platform but retains their account in the user list. You can reactivate the account later if needed.
💡Only Platform Admins can deactivate users.
Click User Management in the main menu
Select Users
Locate the user you would like to deactivate
Tip: Use the search bar to easily find the userClick the three dots next to the user
Select Deactivate User
Review the warning message and click DEACTIVATE USER to confirm
Note: If the user has any guides assigned to them, you will not be able to deactivate the user. Reassign the guides to another user before deactivation.
To reactivate a user, follow the same steps and select Reactivate User.
Delete a User
Deleting a user permanently removes them from the platform. This action cannot be undone!
💡Only Platform Admins can delete users.
Click User Management in the main menu
Select Users
Locate the user you would like to deactivate
Tip: Use the search bar to easily find the userClick the three dots next to the user
Select Delete User
Review the warning message and click DELETE USER to confirm
Note: If the user has any guides assigned to them, you will not be able to delete the user. Reassign the guides to another user before deletion.
