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Essentials: Managing Users

This article explains how to add, edit, and update users in Essentials accounts.

Essentials accounts can have up to 10 users. However, it’s important that you don’t have more than one person in the same campaign at a time. Our editor is set up to automatically save your work as you go and if multiple users are working in the same campaign at once, they may unintentionally clear out each other’s work.

Note: The account Parent and Administrators can both manage users, but only the Parent can access the top-level Users tab. As a result, Administrators use a different method for user management than the account Parent.

User Management for the Account Parent

Accessing Your Users

If you are in the parent account, click on the Users tab in the top navigation menu to access your users. If you are currently in a subaccount, click on the house icon in the upper right corner of the screen and select Users from the dropdown menu.

On the next screen, you will see a list of all users for all subaccounts. Using the dropdown menu on the top left, you can filter users by their subaccount assignment. Click on the Export users link to download a CSV file of all your users and their subaccount assignments. To invite a completely new user to your account, click on the Add a user button on the right.

Note: The “Add a user” button cannot be used to edit an existing user.

Editing Users

The account Parent can update any existing user’s permission levels.

  1. In the Users tab, click on the email address of the user in question.
  2. On the next screen, use the tabs to adjust the user.
    1. Name: Change the user’s first and last names.
    2. Role: Change the user’s permission level. There are 5 role options: Administrator, Full, Editor, Author, and Response Only.
    3. Subaccount access: Change which subaccounts the user can access.
  3. Click on the Save button each time you switch tabs.

Note: A user’s email address cannot be changed by anyone except the user themself.

Adding Existing Users to a Subaccount

To add an existing user to a subaccount, follow these steps:

  1. If you’re in the parent account, click on the Users tab at the top of the screen. If you’re in a subaccount, click on the house icon in the upper right corner of the screen and select Users from the dropdown menu.
  2. Locate the desired user in the list and click on their email address.
  3. Click on the Subaccount access tab.
  4. Check the box next to each subaccount that you’d like this user to have access to.
  5. Click on the Save button.

Note: Administrators cannot add existing users to other subaccounts. This can only be done at the parent account level.

Inviting New Users

  1. In the Users tab, click on the Add a user button.
  2. In the pop-up window that appears, fill out the required information and select the new user’s role from the dropdown menu.
  3. Click on the Assign subaccounts button.
  4. Select which subaccounts you’d like the user to have access to.
  5. Click on the Send invitation button.

You will see a quick message confirming the invitation has been sent. The user you invited will receive an invitation in their email inbox. All user invitations expire after 15 days. If the invitation has expired or has been deleted, clicking on the Access your new account link in that invitation will bring up an error message.

Tip: When attempting to add a new user, if you see a message that the user already exists, then you’ll need to find that username in the list and edit it, rather than using the “Add a user” button.

Updating, Resending, and Deleting User Invitations

If you need to resend an invitation, you’ll need to first delete the pending user and then create a new invitation. You can delete a user by clicking the dropdown arrow to the right of the username and selecting Delete user from the menu. You can also send existing users a password reset email using the same dropdown menu.

Tip: Sometimes internal user invites are not delivered due to your server’s cybersecurity settings. If you or your users are not receiving user invites and they aren’t in your spam or junk folder, setting up DKIM and allowlisting for delivery can help.

User Management for Administrators

While this section refers specifically to Administrators, the account Parent can also manage users through these steps.

Accessing Your Users

  1. If you have access to more than one subaccount, navigate to the appropriate subaccount.
  2. Click on the gear icon in the upper right corner.
  3. Select Users from the dropdown menu.
  4. Scroll down to see a list of this subaccount’s current and invited users, excluding the account Parent.

Editing Users

  1. In the Users tab, click on the dropdown arrow that corresponds to the desired user.
  2. Select Edit user from the menu.
  3. In the pop-up window that appears, click on the Role dropdown menu.
  4. Choose a role from the list.
  5. Click on the Save button.

Inviting New Users

  1. In the Users tab, click on the Invite a user button.
  2. In the pop-up window that appears, fill out the required information and select the new user’s role from the dropdown menu.
  3. Click on the Send invitation button.

You will see a quick message confirming the invitation has been sent. The user you invited will receive an invitation in their email inbox. All user invitations expire after 15 days. If the invitation has expired or has been deleted, clicking on the Access your new account link in that invitation will bring up an error message.

Note: If you see a message that the user already exists, then that email address is already in use in another subaccount. Administrators cannot add existing users to other subaccounts, so the account Parent will need to update that user’s access on your behalf.

Updating, Resending, and Deleting User Invitations

If you need to resend an invitation, click on the Invitations tab and select Resend invitation from the dropdown arrow menu.

You can also choose Edit invitation from the list, if you want to update the permissions assigned to the invited user. You can delete a pending user by clicking the arrow to the right of the user name and selecting the option to Delete invitation.

Tip: Sometimes internal user invites are not delivered due to your server’s cybersecurity settings. If you or your users are not receiving user invites and they aren’t in your spam or junk folder, setting up DKIM and allowlisting for delivery can help.