Adding Team Members and Member Roles

Adding Team Members and Member Roles

Once you've connected your social channels , you can add Team Members to manage your Brand's social media activities. 

If you're a Portal Admin, you can add members to one of four pre-defined roles -Portal Admin, Brand Admin, User, or Limited Publisher depending on the level of access that you would like your members to have. You can also create new roles, assign them to team members and assign channel permissions

1) Portal Admin

When you sign up for Zoho Social, A portal will be auto-generated for you and you will be assigned the role of a Portal Admin. 
You can add Brands and Team Members to your Portal, and manage them directly from your Portal Settings. 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. 

2) 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.

3) User  

A user has 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 custom roles and assign those to Team Members they invite.

4) Limited Publisher

A Limited Publisher will have access to your Brand on Zoho Social, but will be unable to publish content directly. They will however be able to view the content going out of the various social channels, and create Drafts.

On the Premium Plan, Limited Publishers or any other custom-roles with publishing restrictions can send drafts for approval.

Adding Team Members after you sign up

After connecting your social channels, you'll see a pop-up that will help you invite new Team Members to Zoho Social. To add a Team Member to your Brand, follow these steps:
  1. Type in the email
  2. Specify their role as a User or a Brand Admin
  3. Click on +Add more to invite more Team Members
  4. Click Send Invite

Zoho Social will send an invitation to these people to help you manage your Brand. You can also add and manage your Team Members from Settings in Zoho Social.
You can only add Team Members if you're on a Professional, Premium, Agency, and Agency Plus Plans. 

Adding Member Roles and Permissions

Follow these steps to add Team Members and manage their permissions at any time

1. Click on the  Settings followed by  Brand Members.
2. Now, click on the  +Invite button on the top right corner of the page.
3. In the consent window, switch between options to invite  Team Members or  Client Members.
4. If you select your option as  Team Members, you get to choose between inviting them via email or adding them from Zoho CRM (If you have connected your Zoho CRM account to Zoho Social).
5. If you want to invite  Team Members, click on  Invite via email radio button and hit the  Continue button.
6. If you want to invite  Client Members, switch to  Client Members tab on the consent window and type in the email address. Finally, hit the  Invite button to invite them right away. 

Under  All Members section, you'll be able to see a list of members along with their roles, and the channels that they are allowed to manage. 

Please note that only Portal Admins and Brand Admins can access all social media channels that are connected to the Brand, but permissions can be modified for other Team Members.
When a Portal or Brand Admin connects a new social channel to a Brand, existing team members will not get access to this channel, unless the Admin gives them permission from Roles and Permissions in the Settings.
The number of members you can add depends on your plan. You can purchase add-ons if you'd like to add more Team Members in addition to those included in your paid- plan.

Creating New 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 your Team Members. Creating custom roles helps you restrict certain permissions from specific  Team Members so that they only have access to the features that they would need. 

In order to create a new role,
  1. Click Brand Settings under Settings in the top-right corner. You'll be directed to the Brand Information screen. 
  2. Click Roles and Permissions under Brand Settings, then click Create New Role
  3. 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.

Removing and Deactivating Members

Removing Members

Only the Portal Admins and Brand Admins can remove Team Members. If you want to remove a member, follow these steps:
  1. Click Brand Members under Settings. 
  2. When you hover your mouse over a member's name and click on x Remove option. 
  3. Clicking on it will remove the member from your Brand.

To remove members from your Portal, follow these steps:
  1. Click All Members under General Settings. 
  2. Click on the member that you want to remove. 
  3. You will see a Bin icon on the right. Click this icon to remove the member from your Portal.
Please note that removing a team member will not affect any actions previously performed or scheduled by that member. 

When you remove a team member,
  • Posts scheduled by the member will continue to go out as per their schedule
  • Monitor columns added by the member will be retained in the Monitor tab for this brand
  • In the Collaborate tab, any discussions started or comments made by the team member will be retained. However, once a team member is removed from the brand, they can no longer be tagged by other members.
  • Posts or comments that have already been made by the team member will continue to be available on social channels.
    If you want to re-add a member whom you've removed, you will have to invite them to your Brand/Portal again. They will be added only upon accepting your invite. However, if you have deactivated them, you will be able to reactivate with a single click.

Deactivating Members

You can deactivate members who are inactive in your Brand and choose to invite them again at a later date. When you Remove a member, the member will be deleted from your Brand permanently. However, when you Deactivate members, their status on your Brand will be specified as Inactive. Unless you Re-activate the member, they will not be able to access the Brand.

Follow these steps if you'd like to deactivate members from your Portal:
  1. Click Brand Settings under Settings.
  2. Then click on All Members under General Settings.
  3. Here, you'll see a list of all the members on your Portal. 
  4. Once you select a member, you'll see a Deactivate button. 
  5. Members that you deactivate can be reactivated later using the Reactivate button.

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