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Users - Applying & Managing Permissions

Understanding Permissions, Assigning and Updating them.

Written by Kelly Shee

Dashboard > Team > Users

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Permissions

Always remember to ensure the correct people have the appropriate permissions to access your company and project data. This can be done per individual or by applying Permission Templates.

In order to apply permissions, users will need Manage permissions for Users

What are Permissions?

Permissions are what allows users to access various areas of the SiteMax app. Managing Permissions allows you to grant or restrict access to your team based on yours and their requirements.

Understanding Tiers and Permissions

Our Permissions are set up by Tiers, and we have implemented color coding to make it easy to understand, which tiers have which access.

  • Collaborator (Free User): Identified by a light shade of grey.

  • Lite User: Recognizable through a light shade of yellow.

  • User: Now distinguished by a light shade of blue.

Note: If you assign a permission for a user whose tier is lower than the permission you've checked, Sitemax will automatically attempt to assign that tier to the user.
​(For example, if John is a Collaborator (grey permissions), but you check a permission that is designated for Lite Users (yellow permissions), John will become a Lite User in your system - provided there are available seats)

Permissions are managed within the Users, Groups, or Permissions tabs of the Team module of your system.

Permissions can be assigned either individually to users one at a time, or in bulk to multiple users at once.
​
This article will take you through all the steps of assigning permissions in the different tabs of your Team module, whether individually or in bulk.

Assigning Permissions to Individual Users

You can assign permissions to individuals in two different ways. Through Permission Templates or manually assigning a user's permissions in their profile


We strongly recommend implementing Permissions Templates when assigning permissions.
Your system includes three separate Permission Templates based on the three tiers available (see above), but you may want to create your own based on user titles, tags, etc. Let's start this section off with how to create your very own custom Permission Template!

Creating a Permission Template

  1. Start by opening the Permissions tab of your Team module

  2. Click on the blue "+ Add New Template" button at the top left of the screen

  3. Enter the name of the new template in the pop-up screen

  4. Click "OK" to confirm

Now that your template has been created, it's time to assign permissions to it!

  1. Locate and open your new template on the Permissions tab of your Team module

  2. Depending on who will be assigned the template set your permissions appropriate for the template - Don't forget to check the boxes for Web and/or Mobile Access!

  3. Click "Save" to save your permissions

Assigning a Permission Template to an Individual User

Now that you've created your template, let's assign it to your selected user!

  1. In the Users tab of your Team module, locate and select the user to open their profile

  2. In the General tab of their profile, scroll down to the Permission Template field and select the chosen template from the dropdown.

  3. Click "Save" to save your updates

Important Note: If a user has been assigned a Permission Template, updates to permissions must be made to the Template itself, rather than the individual if you want them to remain assigned to it.

Making changes to an individual's permissions will result in their being unassigned from the template.

Manually Assigning Permissions to an Individual User

While we do recommend using Permission Templates, you may have some users who need their own permissions.

  1. In the Users tab of your Team module, locate and select the user to open their profile

  2. Assign the necessary permissions for the user

  3. Click "Save" to save your changes

Important Note: Any changes made to an individual's permissions will cause them to be unassigned to any template to which they may have been originall assigned.

Assigning Permissions to Multiple Users

Note: Assigning permissions to multiple users will always involve Permission Templates

Since Permission Templates are required to assign permissions to multiple users at once, you may want to start creating your own custom templates, so let's start this section off with instructions on creating your own Permission Template!

Creating a Permission Template

  1. Start by opening the Permissions tab of your Team module

  2. Click on the blue "+ Add New Template" button at the top left of the screen

  3. Enter the name of the new template in the pop-up screen

  4. Click "OK" to confirm

Now that your template has been created, it's time to assign permissions to it!

  1. Locate and open your new template on the Permissions tab of your Team module

  2. Depending on who will be assigned the template set your permissions appropriate for the template - Don't forget to check the boxes for Web and/or Mobile Access!

  3. Click "Save" to save your permissions

Now that you have your Permission Templates created, it's time to assign them to multiple users:

Assigning Permissions through Bulk Edit

Use the Bulk Edit option from your Actions menu in the Users tab of your Team module.

  1. To start, select the users you wish to update by checking the boxes beside their names

  2. Under the Actions menu, select "Bulk Edit"

  3. In the Bulk Edit screen, check the box beside the "Permission Template" field, and in the field, select the template from the dropdown

  4. Click "Save" to assign the template to your selected users

  5. You'll receive a confirmation window that shows the IDs of the users updated

Assigning Permissions to Crews

You can also assign Permission Templates based on User Crews in your Groups tab.

  1. Open the Groups tab of your Team module

  2. Locate the Crews section

  3. Click on the Crew you wish to update

  4. The Crew's profile will open; click on the Actions menu and select "Apply Permissions to Crew"

  5. Your list of Permission Templates will appear. Locate the template you want to assign to your crew and click "Apply to Users"

  6. Click "OK" to confirm

Assigning Permissions through Permissions Tab

You can always assign Permission Templates while in the Permissions tab, which is helpful if you're creating new templates. This will eliminate the need to switch back and forth between tabs.

  1. In the Permissions tab, locate the Permission Template you want to assign to users

  2. Click the 3-dot button at the far right of your template and select "Apply to Users" from the dropdown

  3. A new screen will appear where you can choose to assign your template to users by Name, Title, or Tag

  4. Once you've selected your users, click "Apply" to assign the template to them

Managing Permissions

See which users are assigned to which templates, update templates, keep track of changes made to permissions. Manage your permissions with ease!

Keeping Track of Permission Template Assignment

Make sure all the necessary team members are assigned to the correct permissions template by seeing who it assigned to each of your templates

  1. Open the Permissions tab in your Team module

  2. Locate the template you want to review (you can see how many users are assigned to the template under the User Count column)

  3. Click the three-dot button at the far right

  4. Select "Users" from the dropdown

  5. A new screen will appear, listing the users assigned to the template

Checking Permission Template Assignment At-A-Glance

Easily view which teammates are assigned to which templates with the Permission Template column in your Users tab list view.

Use your Table Settings to ensure you can see the Permission Templates easily by moving the column to where you need it in your list.

  1. In the Users tab of your Team module, click on the gear icon to open your Table Settings

  2. In this screen, you can choose to hide columns or put them into view, as well as rearrange their order

  3. Click "Apply" to save your Settings

Viewing the Permissions History of Users

Have you ever found yourself wondering how a user had access to an area of the app one day, then had no access the next? Find out what permissions were changed and by whom with our Permissions History option.

  1. In the Users tab of your Team module locate and open the user's profile

  2. In their profile, you'll see two timer icons at the right of the profile window. Click on the one in blue at the far right.

  3. Your user's permissions history screen will open, presenting a comprehensive record of the user's permission changes. This history details who made the changes, what changes were made, and the timing of these alterations.

  4. Click on the arrows to bring up the permission updates made. Here you can see when your teammate last had access

Restoring User's Permissions Changes

If you want to revert back to before changes were made to a user's permission, you can do so easily within their Permissions History

  1. Open your user's Permissions History in their profile.

  2. Find the relevant permissions update you want to re-assign to the user and click "Restore" directly above

Your User's permissions will instantly be restored to your chosen updates.

NOTE: Your system administrator decides on the permissions and access that are given to you. The team can assist in understanding functionalities and behaviour but cannot grant access on the system administrator's behalf to individual users.

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