Manage Roles

Roles in Showell

Everyone in your Workspace has their own user account, and each account is given a Role that decides what they can access and manage. There are three roles:

• Admin: full access to all features and settings.
• Member: basic access to features. This is the default role for new users.
• Custom: a role you build yourself, to give a user more (or less) than a Member without making them a full Admin. See "Create and manage custom roles" below.

➡️ We highly recommend first reading A Guide to User Roles and (Group) Privileges to fully understand how roles and privileges work together before you set up custom roles.

How to change a user's role

1. In the Showell App for Web side menu, click Admin > Users
2. Find and click the user you'd like to adjust the role
3. open the Role dropdown and choose Admin, Member, or a custom role
4. Make sure to click Save

Create and manage custom roles

Custom roles let you define a reusable set of permissions once and assign it to any user. Use them when Member is too limited but full Admin is too much: for example an analytics and notifications manager, a content-only or LMS-only admin, or a user whose My Files is restricted.

Create a custom role

1. Go to Admin > Custom Roles.
2. Click Create.
3. Enter a Role name. It must be unique within your Workspace.
4. Choose a Role template, either Member or an existing custom role, to prefill the permissions.
5. Under Permissions, set each permission/capability to the access level you want
6. Click Create.

Edit or remove a custom role

In Admin > Custom Roles, each role is listed with the number of users assigned to it. Open the '3dots' menu next to a role to Edit its permissions or Remove it.

• Note that you cannot remove a custom role if users are still assigned to it.

Assign a custom role

• Existing users: open the user in Admin > Users and pick the custom role from the Role dropdown, as described above.
• While inviting new users: choose the custom role from the Invite as dropdown when you invite people.
• Assigned roles are included when you export your users.

Custom Role: Permissions

When you create a custom role, you set an access level for each capability. A quick way to think about it:

• For most capabilities, the lower options follow the access a user already has through their groups and folder privileges, and can only narrow it.
• The top "Manage all…" option is different: it lifts the user above those privileges and gives them admin-level control of that area, adding the matching section to their Admin menu.
• ⚠️ A few options rely on the upcoming Organization Groups feature and are not active yet.

Application Resources _{(shared brand assets such as logos, backgrounds and thumbnails)}

• Read App Resources: can only view these resources, never edit them, even where their privileges would normally allow it. 
• Read and manage App Resources (member default): view and manage application resources according to their existing group and folder privileges.
• Manage all App Resources: full control of application resources regardless of privileges, and adds a Content management section to their Admin menu.

My Files _{(the user's personal file area, and the features that rely on it)}

• No access to My Files: removes the My Files tab. Because Presentations rely on My Files, the user can no longer create presentations and existing ones become unavailable.
• Read My Files: keeps the My Files tab but read-only. They can open what is there, including files an admin placed for them, but cannot add or change anything, and cannot create new presentations.
• Use My Files (member default): the normal experience. They can add, edit and organize their own files and create presentations.
• Manage My Files: Ability to manage other users My Files.
  _{(not available yet, coming soon)}

Workspace Files _{(the content library)}

• Read Workspace Files: they can only view workspace content. Any edit rights from their group or folder privileges are reduced to read-only.
• Read and manage Workspace Files (member default): exactly as today, based on their group and folder privileges. Editing still requires file edit mode to be on.
• Manage all Workspace Files: full admin-level control of all workspace content regardless of privileges, and adds a Content management section to their Admin menu.

Showell Courses _{(the LMS)}

• Participate in Showell Courses (member default): they can take the courses assigned to them.
• Manage Showell Courses: makes them an LMS admin, adding a Courses section to their Admin menu where they can create and manage courses.

Shares _{(Digital Sales Room shares)}

• No access to Shares: removes the Shares feature, including the Shares tab.
• Read accessible Shares: they can open shares they have access to, for example when someone adds them as a collaborator, but cannot create or edit any share. Handy when you want to build shares for your salespeople without letting them change them.
• Manage accessible Shares (member default): the normal experience. They can create shares and manage the ones they have access to.
• Manage accessible Shares and read all Shares: as above, plus they can see every share in the workspace, read-only for the ones they do not own.
  _{(not available yet, coming soon)}
• Manage all Shares: full admin-level control of every share in the workspace.
  _{(not available yet, coming soon)}

Analytics

• Read own Analytics (member default): they see analytics for their own shares.
• Read Org Analytics: It will let them see analytics for the organization group they belong to.
  _{(not available yet, coming soon with the Org Group Feature)}
• Read all Analytics: full analytics access across the workspace, and adding an Analytics section to their Admin menu.

Users _{(which users they can see, for example in the collaborator picker)}

• View only yourself: they see only themselves and cannot add other people as collaborators. Use this today if you do not want users to see other users.
• View Org Users: It will show only users in their own organization group.
  _{(not available yet, coming soon with the Org Group Feature)}
• View Org Users and Users without an Org Group: It will show their organization group plus users who are not in any organization group.
  _{(not available yet, coming soon with the Org Group Feature)}
• View all Workspace Users (member default): they see everyone in the workspace.

Groups _{(which groups they can see)}

• View own Groups: they see only the groups they belong to, for example with adding privileges to folders.
• View all Groups (member default): they can see all groups, but not who belongs to them.
• View all Groups and their Members: they can see all groups and their members. This needs Users set to "View all Workspace Users", and adds a Groups section to their Admin menu for viewing only; they cannot create groups or change membership.

Notifications

• See own Notifications (member default): they receive notifications but cannot send any.
• Notify Org Users: It will let them send notifications to people in their own organization Group.
  _{(not available yet, coming soon with the Org Group Feature)}
• Notify anyone and see every Notification: full notification control. They can send notifications to anyone and see all notifications. This needs "View all Groups and their Members".

App Sign-In

• Allow app sign-in (member default): normal access.
• Do not allow app sign-in: blocks the user at the sign-in screen. Use it to suspend someone's access without deleting their account. The block takes effect the next time they refresh or sign in.