Team members and roles - Frequently asked questions
How can I hide leads data from team members?
If you don't want all your team members to have access to leads data because this information is critical, you can restrict it using Leads Data Permission under Roles & Permissions. This permission is given by default to Brand Admin and User roles.
To set the permissions, go to Settings -> Roles & Permissions.
To set the permissions, go to Settings -> Roles & Permissions.
How can I track all the Admin and User activities performed within Zoho Social?
You can monitor this activity directly from the Audit Log available in Zoho Social.
The Audit log displays a chronological log of all the key actions performed by Brand Admins and Portal Admins. From here, the Portal Admin can find live data of admin updates for all Brands dating to a month.
To view the Audit log, go to Settings> General Settings> Audit log
The Audit Log keeps track of the following activity for each Brand:
- Creating Roles & Inviting Users
- Updating Roles and Permission for existing Team Members.
- Customizing permission for custom roles.
- Adding and deleting Brands within the Portal.
- Adding and Removing Members to/from a Brand/Portal
- Changing timezones.
- Pausing and Resuming posts.
- Authenticating and Reconnecting social channels.
Only a Portal Admin can access the Audit Log.
How can I manage the roles and permissions of my brand members?
Admins on Zoho Social can manage roles and permissions of team members
You can mange the roles and permissions of your brand members by heading over to Settings> Brand Settings> Brand Members. Click on the role next to the team member and select a desired role from the drop down box that appears. You can also check boxes that give them access to the different social channels connected to Zoho Social.
Creating Custom Roles
In addition to the default roles that are available, you will also be able to create your own Custom Roles with the specific permissions that you want to assign to them. Creating custom roles helps you restrict certain permissions from certain team members so that they only have access to the features that they would need.
In order to create a new role:
- Click Brand Settings under Settings in the top-right corner. You'll be directed to the Brand Information screen.
- Click Roles and Permissions under Brand Settings, then click Create New Role.
- Give your new role a name, check the permissions that you want to assign to this role, then click Save. Once you've created a new role, you can assign it to existing team members or invite new team members with this role.
Once you've created a new role, you can assign it to existing team members or invite new team members with this role.
How do I invite my clients to my Brand on Zoho Social?
Follow these steps to invite clients to your portal:
1. Click Brand Members under Settings.
2. Go to the Client Members tab and click the Invite button.
3. Enter the client's email address and click Invite. If you want to invite more than one person, click Add More.
Inviting your clients under the "Client Members" role will allow them to have an overview of their brand's performance. This will also limit what your clients can access in the product.
How many roles are available in Zoho Social?
There are three types of roles that can be assigned to Team Members by the Admins in Zoho Social:
Portal Admin
When you sign up for Zoho Social, A portal will be auto-generated for you and you will be assigned as the Portal Admin. You will now be able to add and manage Brands and Team Members to your Portal. You can also create new roles, assign them to team members and assign channel permissions (i.e. which members have access to which social channels on a Brand). You will also get access to Brand Settings, where you can add and delete Brands or Members to/from the Brand.
Brand Admin
The Brand Admin is the admin for a specific Brand. They can perform any action within that Brand, including managing social channels and inviting team members to the Brand.
User
A user has default access to all features, but won't be able to manage social channels or add more people to the Brand or Portal that they are part of.
However a Brand Admin or Portal Admin can create new roles and customize the permissions for each member added to the portal.
What happens to posts made/scheduled by team members who have been removed?
All posts scheduled by a team member who has been recently removed will go out as scheduled. Similarly, all posts, comments and discussions created by them will also exist.
However, any Monitor tabs they have created will be removed from the brand.
A team member can no longer be tagged in any post or discussion, once removed.
How can I remove team members from a Brand?
Only the Portal Admins and Brand Admins can remove team members. If you want to remove a member, follow these steps:
1. Click Settings.
2. Click Brand Members.
3. When you hover over a member's name, you will see an X icon. Click it to remove the member from your Brand.
What can a Limited Publisher do on Zoho Social?
A Limited Publisher can view all content that's going out of the Brand, but will not have access to publish any content directly without sending it for Approval. However they will always have access to Drafts, and the Collaborate tab, if they want to work or collaborate on any content ideas.
How can I add members to my brand on Zoho Social?
1. Go to Settings on your Zoho Social web app and click All Members under General Settings.
2. Click the +Invite button to add a team or client member
3. Enter the email address and choose the brand(s) for which you want to provide access, a role, and social channels.
4. Tick the respective check boxes if you want to add the member as a portal admin and an approver.
5. Click Invite to send the invitation.
Can I create custom roles?
Yes. Navigate to Settings. Under Brand Settings, click Roles and Permissions. Here's where you can create custom roles and assign them their own set of permissions.
Why can't I access Settings and a few other tabs in Zoho Social?
Depending on your role, the Admin of the Zoho Social account you're active on may have restricted which sections you have access to.
Who can view/edit/delete drafts?
Only the member who has created the draft & Portal Admins will have the permission to view/edit/delete a draft from the 'Drafts' section. Other team members with 'User' or 'Brand admin' role in the brand will only be able to view the draft created by other members, but they can't edit or delete the same.
Why aren't members removed from my list after I deactivate them?
When you deactivate a member, they will not be able to access your Zoho Social account. They will still show up in your All Members list with a 'Deactivated' status in case you want to add them back.
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