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? Learn more about assigning a job title to users in your team
👥 For guides: learn how to optimize your team structure for SwipeGuide here
🔗 Follow these instructions to add existing users to teams
Create a New User
Platform Admins and Admins can add new users to the platform and assign them to the applicable teams. Users can be created using either an email address or a phone number, depending on their role and access needs.
Account Creation Options:
✉️ Email
Use an email address for users who need access to the admin side of the platform (Platform Admins, Admins, or Editors) or for Viewers who need to access content.
When logging in, users will select 'Email' as the login option or 'Company Account' if SSO is activated
Users will receive a link via email to set or reset their password
💼 Company Account (SSO): If Single Sign-On (SSO) is enabled for your platform, users will be able to sign in with their company account, rather than a password.
📱 Phone Number
Use a phone number for frontline employees who do not have an email
When logging into a Workspace or the Smart Skills App, users will select 'Phone' as the login option
Users will receive an activation code via SMS to set or reset their password
If you would like to have this option activated on your platform, contact your Customer Success Manager to request this.
👉 For users with a phone number, you can only assign the 'Viewer' role
Click User Management in the main menu
Select Users
Click the "+" button
Enter the user's Full Name
(If applicable) Choose the Contact Method: Email or Phone Number
Enter the Email or Phone Number of the user - this will be used as their username as well as the recovery method for their password
Click NEXT
Select the Team to which you want to add this user
Select the Role the user should have in this Team - If the user is created with a phone number, only the 'Viewer' role will be available
(Optional for Smart Skills) Assign a Job Title for this user in the Team
Click CREATE & INVITE USER
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.
