User roles and permissions

This article explains who can do what in emu.chat.

Written By EmuChat

Last updated About 13 hours ago

This article explains who can do what in emu.chat. Roles work in two independent layers: an organisation role that applies across your whole organisation, and a separate role for each workspace a person belongs to. To manage users you need to be an Organisation Administrator or a Workspace Administrator. An Organisation Administrator can see and manage everyone in the organisation. A Workspace Administrator can invite and manage only the people who belong to a workspace they administer, and cannot change anyone's organisation role or delete users.

The two role layers

Every person has one organisation role and a separate role in each workspace they are a member of. The two are set independently.

The organisation role is simple: you are either an Organisation Administrator or not. An Organisation Administrator is automatically an administrator of every workspace, and can manage organisation-wide settings such as SSO and who else is an Organisation Administrator. Everyone else has no organisation-wide access, so what they can do is decided entirely by their role in each workspace.

Workspace roles

  • Administrator — manages everything inside that one workspace: its inboxes, phone numbers, custom fields, workspace info, and billing.
  • Member — uses the inboxes they are assigned to within that workspace, and can take part in conversations there.

What each role can do

Organisation Administrator

An Organisation Administrator has every workspace administrator power in every workspace, plus the organisation-wide actions that no one else can take:

  • Create and delete workspaces, and administer every workspace in the organisation.
  • Set anyone's organisation role, including making another person an Organisation Administrator.
  • Delete users, and approve or reject join requests.
  • Configure SSO and other organisation-wide settings.

Workspace Administrator

  • Create and manage inboxes in that workspace.
  • Manage phone numbers and custom fields.
  • Edit workspace info and manage the workspace's billing.
  • Delete conversations, and act on any message in the workspace's inboxes.
  • Invite and manage the users who belong to the workspaces they administer. A workspace administrator cannot change anyone's organisation role or delete users; those stay with the Organisation Administrator.

Member

  • Use the inboxes they are assigned to, and request access to others.
  • Take part in conversations and edit or delete their own messages and notes.
  • Create contacts and templates, and edit their own.

A member cannot manage users, invitations, inboxes, phone numbers, custom fields, workspace settings, or billing. In Settings, a member can only open the account items: Profile, Password, Two-Factor Auth, and Appearance. The workspace and billing items are shown but disabled.

View the people in your organisation

You must be an Organisation Administrator or a Workspace Administrator to do this. An Organisation Administrator sees everyone in the organisation. A Workspace Administrator sees only the people in the workspaces they administer.

  1. Open Settings.
  2. Under the workspace section, select Users.

The Users page is headed Manage and invite users to your organisation and lists everyone with these columns: Name, Email, Role, Status, Workspaces, and Actions. The Workspaces column shows how many workspaces each person belongs to.

Role and status badges

The Role column shows each person's organisation role as Org Admin or Member. The Status column shows one of:

  • Active — the user can sign in and work.
  • Disabled — the user is turned off.
  • Suspended — the user is suspended.

Invite a user

You must be an Organisation Administrator or a Workspace Administrator.

  1. On the Users page, select Invite User.
  2. On the Invite a user page, enter the person's First name, Last name, and Email.
  3. Under Organisation Role, choose Organisation Administrator or Member (the field starts on Select a role). This step appears only for Organisation Administrators. When a Workspace Administrator sends the invitation, the person is added as a Member.
  4. Under Workspaces, follow the prompt to Select at least one workspace and assign a role for each. For each workspace you add, choose Administrator or Member. A Workspace Administrator can assign only the workspaces they administer.
  5. Select Send Invitation.

At least one workspace must be selected before you can send the invitation.

Edit a user's roles

  1. On the Users page, find the person and open the row's actions menu.
  2. Select Edit user.
  3. On the Edit a User page, change the Organisation Role if needed.
  4. Under Workspaces, use the Assign workspaces and inboxes for this user. section to add or remove workspaces and set each workspace role.
  5. Select Save.

An Organisation Administrator can set anyone's organisation role (including making someone else an Organisation Administrator) and edit any workspace. A Workspace Administrator can only edit the workspaces they administer, and cannot change a user's organisation role.

Delete a user

You must be an Organisation Administrator. The Delete user action does not appear for Workspace Administrators.

  1. On the Users page, open the row's actions menu and select Delete user.
  2. In the Delete User dialog, confirm by selecting Delete User, or select Cancel to keep the user.

Deleting a user cannot be undone.