Assigning Roles and Permissions

Managing your team in RobinReach provides comprehensive control over team member access and permissions. This powerful system allows you to invite team members, assign specific roles, and control access to social media profiles and platform features, ensuring secure collaboration while maintaining full control over your social media operations.

Available User Roles

RobinReach offers four distinct roles, each with specific permissions and access levels:

Admin

• Full Company Access: Complete control over company settings, billing, and operations
• Team Management: Can invite, remove, and manage all team members
• Cross-Brand Access: When assigned to the main brand, automatically gets access to all related brands
• Profile Assignment: Can assign and remove social media profiles from team members
• System Configuration: Modify automation, integrations, and company-wide settings
• Billing Access: Access to subscription and payment information

Account Admin

• Full Company Access: Complete control over company settings, billing, and operations
• Team Management: Can invite, remove, and manage all team members
• Cross-Brand Access: When assigned to the main brand, automatically gets access to all related brands
• Profile Assignment: has access to everything similar to admin except managing billing that is only for the admin, admin role assigned as default to the user who signup and make the subscription only
• System Configuration: Modify automation, integrations, and company-wide settings
• Billing Access: Only the admin has access to subscription and payment information

Brand Manager

• Content Management: Full access to content creation, editing, and publishing
• Content Approval: Can approve or reject content from other team members
• Analytics Access: View comprehensive performance reports and insights
• Profile Management: Manage assigned social media profiles
• Brand Settings: Modify brand voice, messaging guidelines, and preferences
• Team Collaboration: Coordinate with other team members on content strategy

Social Media Manager

• Content Creation: Create, edit, and schedule social media posts
• Profile Access: Access only to specifically assigned social media profiles
• Publishing Control: Publish content to connected platforms
• Engagement Management: Monitor and respond to social media interactions
• Performance Tracking: View analytics for their assigned profiles only
• Limited Settings: Cannot modify company or brand-level settings

• Note : The social media manager needs to be assigned to what profile that would manage

  after they get invited user has to assign one ore more profile to a social media manager

Client

• View-Only Access: has access only to the connect page, he can not see anything else
• Report Access: Access to performance reports and analytics
• Feedback Provision: Provide feedback on content and strategy
• Profile Viewing: View assigned social media profiles (read-only)
• No Administrative Rights: Cannot modify settings, invite users, or publish content

How to Invite Team Members

Step 1: Access Team Management

1. Navigate to your company dashboard
2. Click "Manage Team" in the sidebar navigation
3. Click the "Invite Member" button (blue button with plus icon)
4. This opens the invitation modal with a step-by-step process overview

Step 2: Enter Member Details

1. Email Address: Enter the team member's email address in the email field
2. Role Selection: Choose from available roles in the dropdown:
   • Account Admin (only available for main brand)
   • Brand Manager
   • Social Media Manager
   • Client
3. Role Information: The system displays helpful descriptions for each role as you select them

Step 3: Send Invitation

1. Click "Send Invitation" to send the email
2. The system validates the email and checks for existing users
3. An invitation email is sent using Devise Invitable system
4. The invitation is stored with a 1-week expiration

Step 4: Member Acceptance Process

1. The invited member receives a professional invitation email
2. They click the invitation link to accept
3. If they don't have an account, they create one and set their password
4. If they already have an account, they're automatically added to your team
5. They immediately gain access based on their assigned role

How to Assign Social Media Profiles

Step 1: Access Profile Assignment

1. Go to the Manage Team page
2. Locate the team member (must be Social Media Manager role)
3. Click "Assign Profile" next to their name
4. This opens the profile assignment modal

Step 2: Select Social Profiles

1. Search Functionality: Use the search bar to find specific profiles
2. Visual Selection: See profile images, platform icons, and names
3. Checkbox Selection: Select multiple profiles by checking boxes
4. Real-time Status: See which profiles are already assigned (with remove buttons)

Step 3: Manage Assignments

1. Add Profiles: Check boxes for new profile assignments
2. Remove Profiles: Click the red trash icon to remove existing assignments
3. Save Changes: Click "Assign" to apply the changes
4. Immediate Effect: Changes take effect immediately

How to Change Member Roles

Step 1: Access Role Management

1. Navigate to the Manage Team page
2. Find the team member whose role you want to change
3. Click "Change Role" next to their name
4. This opens the role change modal

Step 2: Select New Role

1. Role Dropdown: Select the new role from available options
2. Role Descriptions: The interface shows what each role can do
3. Restrictions: Account Admin role only available for main brand accounts

Step 3: Apply Changes

1. Click "Update Role" to save changes
2. Automatic Propagation: If changing to/from Account Admin, access is automatically updated across all related brands
3. Immediate Effect: Role changes take effect immediately
4. Profile Access: Profile assignments may be affected by role changes

Important Limitations and Considerations

Role Restrictions

• Account Admin: Only available for main/default brand accounts
• Profile Assignment: Only Social Media Managers can be assigned specific profiles
• Self-Invitation: Users cannot invite themselves
• Duplicate Prevention: Cannot invite users who are already team members

Technical Details

• Invitation Expiry: Invitations expire after 1 week
• Cross-Brand Access: Account Admins automatically get access to all related brands
• Profile Limits: First 10 social profiles are shown in assignment modal
• Real-time Updates: All changes are applied immediately without page refresh

Security Features

• CSRF Protection: All actions are protected against cross-site request forgery
• Role Validation: System validates role assignments and permissions
• Access Control: Users only see and access what their role permits
• Audit Trail: All member actions and changes are tracked

Best Practices

Role Assignment Strategy

• Principle of Least Privilege: Give team members only the access they need
• Clear Responsibilities: Define clear expectations for each role
• Regular Review: Periodically review and adjust role assignments
• Documentation: Keep internal records of who has access to what

Profile Management

• Strategic Assignment: Assign profiles based on expertise and responsibility
• Regular Audits: Review profile assignments regularly
• Clear Ownership: Ensure clear ownership of each social media profile
• Backup Access: Ensure Account Admins can access all profiles if needed

Troubleshooting

Common Issues

• Email Not Received: Check spam folder, verify email address
• Role Not Available: Account Admin only available for main brand
• Profile Assignment Failed: Ensure user has Social Media Manager role
• Access Issues: Verify role permissions and profile assignments

This feature ensures that your team members have the right level of access to collaborate efficiently while maintaining control over your social media accounts.