Once you have created multiple workspaces, you will have the option to manage your team members within their respective space. In this article, we will teach you about team roles in the spaces and how to oversee the users on your Mention account.
Here are the topics that will be covered:
Roles in Workspaces
On your Mention account, you will have access to 4 roles for your workspaces. These roles will determine that your users have within each workspace. The roles are:
Administrator: full access to the entire Mention account and can access every workspace created.
Manager: can access the workspace they are a part of with some managerial features that will allow them to oversee team members.
User: general access to the workspace they are a part of with the ability to use the multiple features on the Mention subscription.
Guest: view-only access to the workspace with the ability to access some features on the Mention subscription.
Administrators & Manager Roles
In this section, we will briefly review extra information regarding the Administrator and Manager role on your account. These two roles have access to team management features that allow them to oversee team members; however, there are some permissions that are only available for Admins.
The Administrator role offers full access to the entire Mention account including every workspace, every feature on the subscription, and billing information. Here is an overview of the role:
Full access to every feature on the subscription and every workspace created.
Can create, modify, or delete any workspace.
Can add or delete users from the account.
Can manage every user by editing their role or moving them to other spaces.
Can access the Workspace and Administrator page in Account Settings.
Can access the Subscription page to modify billing information, manage credit cards, and access invoices. To learn more, head here.
Can access the Quota page to view data consumption and access all alerts created on the account. To learn more, head here.
Can promote any user to the Administrator role.
Can demote Administrators to the Manager, User, or Guest role.
💡If a team member is an Admin, this is the only role they can have on the Mention account. They cannot be listed as a Manager or User in another workspace. They will be an Admin for the whole account.
The Manager role offers managerial access to specific workspaces. If one of your team members has the manager role in a workspace, it means that they can manage the team members who are in that space.
Managers do not have full access to the account like Admins. Their role has a few limitations that we will explain to you. Here is an overview of the role:
Full access to every feature on the workspaces they have access to.
Can add new users to the space and grant them the Manager, User, or Guest role.
Can remove users from the workspace*
*Please note that Managers can only remove users from the space if the user has access to another space on the Mention account. Managers cannot permanently delete users from the subscription.
Here are some limitations for the Manager role:
Managers can only view workspaces that Admins grant them access to.
Managers cannot access the following pages:
💡 Team members on your account can have multiple roles and this includes the Manager role. For example, a team member can be a User in one space and a Manager in another!
Add a New Team Member to Mention
Now that you understand the team roles on your account, we will teach you how to add a new user into Mention! The ability to add a new team member is available for the Admin and Manager role:
As an Admin, you can add a new team member through the Administrator tab. We recommend using this method if your new team member is joining multiple workspaces. Please follow the steps below:
Please go to the Settings page and click on the Administrator tab.
Click on the + Add a New Team Member button at the top-right of the page.
Once clicked, a pop-up will appear where you can set up the account configurations for the new team member.
For the first step, please fill out the name and email of your new user. Below the email field, you can choose the workspaces and roles that your team member will have.
The next section will allow you to choose the alerts that your new team member can view and access.
❗The alerts you see in this section are the alerts that are available within the workspace that the user is going to be added to.
Finally, please choose the social accounts that you want the new team member to access on the account.
💡Mention Tip: When you add a new user to your Mention account, you can add them to multiple workspaces! You can even grant your user different roles in each workspace. This is helpful if you want your user to view alerts from multiple spaces.
As a Manager, you can add a team member into your workspace through the Workspace tab. We recommend using this method if the team member is joining an individual workspace. To conduct this process, please follow these steps:
Please go to the Settings page and click on the Workspaces tab.
Go to the top-right section and click on +Add Member
Please fill out the name and email of the team member and choose their role.
Finally, please choose the alerts and social accounts they can access!
Move a Team Member to Another Workspace
If a team member is on a workspace and you want to move them to another workspace, you can go to the Administrator page to transfer them.
On the Administrator page, you can go to the bottom section to view the list of workspaces. Here, you can view 'All Workspaces' or click on a specific space that you want to manage:
If you would like to transfer a user to another space, please follow these directions:
Find the team member that is being transferred from your list of spaces.
Go to the actions section and click on the first button titled "Edit User's Access". A pop-up will appear with the team members role and workspace that they are on.
From there, please click on the drop-down menu and change the workspace. You can also change the role of the team member if you want.
Your final steps will be to choose the alerts and social accounts that the team member will access on the new space. From there, you are all set!
Grant Team Members Access to Multiple Workspaces
Team members on your Mention account are not restricted to individual workspaces. As an Administrator, you can invite team members to join multiple workspaces with different roles!
On the Administrator page, please find the team member that you are are modifying from your list of workspaces and click on the Edit User Access button:
Once clicked, a pop-up will appear where you can modify the access of your team member. On this page, you will see the button titled +Add Team Member to Another Workspace:
On this page, please follow these steps:
Choose the workspace that the team member will be able access.
Choose their new role for this workspace.
Select the alerts and social accounts that the team member will access on the space.
❗Please note that a team member's role in one workspace will not interfere with the role in another space. Your team member can be a Manager in one space and a Guest on another.
💡 Mention Tip: At this time, you cannot move alerts between different workspaces. Granting access to multiple workspaces is a great way for team members to view alerts and data across different areas of the Mention account.
Switching Between Workspaces
If your team members need to switch between workspaces, they can click on the icon that appears above their profile image:
Change the Role of Team Members
At this time, Administrators and Workspace Managers can modify the roles of team members. In this section, we will show you how to conduct this process for each role:
As an Admin, you can change the role of your team members through the Administrator page. Here, please find the team member you are modifying and then follow these steps:
If you are changing a team members role to the Manager, User, or Guest role, please click on the Edit User Access Button. From there, please change their role through the pop-up and save your preferences!
If you are promoting a team member to the Admin role, please click on the Promote User to Admin button and confirm your change:
If you are demoting a team member from Admin back to Manager, User, or Guest, please click on the Demote User button and confirm your change:
As a Workspace manager, you can modify the role of your team members within the workspace you manage.
To do this, please go to the Workspace tab in account settings and find the team member you are modifying from the list of users. From there, use the Role tab to change their role:
Remove or Delete Team Members from a Workspace
You have the option of removing team members from workspaces or deleting them completely from your account at any time. There are different methods to conduct these processes so we will teach you both of them below.
Remove a Team Member from a Workspace
If you do not want a team member to access a specific workspace, you can remove them from the space using the Workspaces page in Account Settings. Team member removal from a workspace can be done by an Admin or Manager on the Mention account.
To conduct this process, please enter the workspace that the team member belongs to first. This is very important because the Workspace tab will change depending on the space you are currently accessing. To ensure that you are on the correct space, go to the Workspaces tab and see if your team member's name appears in the list of users:
Once you find the user, please go to the action tab and click on the trash bin that appears. This will remove the user from the workspace. It will not delete them from the account!
❗Please make sure that your team member has access to at least one other workspace before conducting this process. You cannot remove a team member from a workspace if they do not have access to another space!
Delete a Team Member from Mention
If you want to remove a team member from your entire Mention subscription, you can use the Administrator page to delete them. This process is only available for the Admin role.
To conduct this process, please open the Administrator page and make sure you are on the All Workspaces section:
From there, please find the team member you are deleting and click on the trash bin icon that appears in the action tab:
Once you confirm, your team member will be deleted from the Mention account!
Thank you! If you have any questions, please do not hesitate to reach out to firstname.lastname@example.org !