User roles and managing users

User roles and managing users

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Everyone who works on your organisation's projects should have their own login. This article covers what access you can give each person, and how admins add and manage users.

How access works

Each user's access is made up of two parts:

  • Projects: what they can see and do with your organisation's projects.
  • Reporting: which reports they can see.

You set each part separately. You can also make someone an Organisation admin, which gives them full access to both and lets them manage users. The person who first creates your organisation's account is automatically an Organisation admin.

Projects access

OptionWhat the person can do
No accessCannot see projects
EditorWork on projects they own and projects they've been given access to
ManagerAccess all of your organisation's projects, and give other users access to them

Reporting access

OptionWhat the person can do
No accessCannot see reports
ViewerSee reports for the projects they can access
ManagerSee reports across your whole organisation, and give other users access to them

Organisation admin

Turn on Organisation admin to let someone add and manage users. Admins automatically get full access to Projects and Reporting.

Tip: When you're adding or editing a user, the This person will be able to section at the bottom of the form sums up exactly what they'll have access to. Check it before you save.

Paid plans

Some actions within these roles are only available on a paid (Creative Diversity Network member) plan. You'll see whether an action is available on the action itself.

Managing users

Only Organisation admins can manage users. You'll find these options under Admin menu > Users.

Add a user

  1. Go to Admin menu > Users.
  2. Click ADD USER.
  3. Enter the person's Name and Email.
  4. Choose their Projects access.
  5. Choose their Reporting access.
  6. If they need to manage users, turn on Organisation admin.
  7. Check the This person will be able to summary, then click CREATE NEW USER.

The new user gets an email inviting them to join your organisation.

Note: New users start with No access to Projects and Viewer access to Reporting. Change these if the person needs more.

Manage access form showing Projects, Reporting and Organisation admin options

Change a user's access

  1. Go to Admin menu > Users.
  2. Select the user to open their profile.
  3. Change their Projects or Reporting access, or turn Organisation admin on or off.
  4. Save your changes.

Resend an invitation

Invitations expire after 48 hours. If someone's invitation has expired, open their profile and click Resend invite.

Remove a user

Delete a user when they no longer need access, and always when they leave your organisation.

Good practice

  • Give everyone their own login. You can add as many users as you like at no cost, so no one needs to share an account.
  • Give people only the access they need. For example, someone who only needs to read reports doesn't need Projects access.
  • Have at least two Organisation admins. Then you can still manage users if one admin isn't available.
  • Review your users regularly. Remove anyone who no longer needs access.


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