Manage user roles & permissions

In this article: 

Gain allows five different user roles: the Account Owner, Administrators, Publishers, Contributors, and Approvers. Check out the video below to learn more about the different user roles in Gain and how to add people and assign permissions. 

In the People in Account section, you can add or change permissions for each user.

Important: A user is everyone who has to log in to Gain, be they account owners, administrators, contributors, publishers, or approvers.

Choose the right roles

Each level of permission defines the functionalities the user will be able to access. Here’s what each role means: 

Workspace Admin

  • Can access Workspace Settings.
  • Connect or disconnect social channels.
  • Create or delete file folders.
  • Can add people and assign permissions only to their workspace(s).
Account Admin

  • Has access to every­thing except your account’s billing page.
  • Can modify user’s permissions and add or remove them from any workspace even if doing so exceeds the subscription plan limit and increases the billing amount.
  • Can create or delete any workspace in your account.
  • Export content from any workspace.
Account Owner

The person who creates the account is the owner by default.
Has access to everything, including billing details. 
Can reassign ownership. 
Note: only one account owner per account is allowed
  • Can create, edit, and delete content in any status.
  • Export content from their workspace(s).
  • Send content to approval, approve and request changes.
  • Can schedule and publish social content.

Any internal or external stakeholder or content creator, like an intern, freelancer, or client.

  • Can create and send content for approval.
  • Can create and edit content in the draft, pending approval or revision status.
  • Can see the activity tracker, comments, and task assignments.
  • Any client or stakeholder whose only task is to approve content.
  • Doesn’t need a password to log in (logs in via email notifications).
  • Can access the calendar to see upcoming content previews that are in Scheduled or Live status.

Note: Approvers can’t be mentioned; see task assignments or the activity tracker.

Add or remove people & update permissions

The account owner or administrator can adjust permissions and add or remove people in People in Account. 

Add or remove people from your account

  • To invite new people to your account, click Invite Approver or Team Member and follow the on-screen instructions. 
  • To remove someone from your account, select the user's name from the list in People in Account. Then, scroll to the bottom of the page, and click on Remove from Account. 

Customize a user's permissions

1. To update someone's permissions, select the user's name from the list. 

2. Next, check the square(s) under each column to pick the role you want that person to have in the account (gray area), workspace(s), channel(s), or folder(s). 

Important: Only the account owner can transfer ownership of the account to another user. To do so, click Transfer Ownership.

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