User Roles & Management

Understand user roles, permissions, and management in Infloq's collaborative platform.

Learn how to create users and manage roles inside infloq -> link

Infloq's flexible user role system enables organizations to manage access and permissions based on individual responsibilities and organizational structure. This guide covers all user roles, their capabilities, and best practices for user management.

User Role Overview

Infloq supports multiple user types designed to accommodate different organizational needs and workflow requirements:

Administrative Roles

Admin

Full platform access with system-wide management capabilities

Permissions:

  • Complete platform access and configuration
  • User management (create, edit, delete users)
  • Team management and organization
  • Campaign creation and management
  • Workflow creation and modification
  • Billing and subscription management
  • System settings and integrations
  • Audit log access and reporting
  • Performance analytics across all campaigns

Best For:

  • Platform administrators
  • IT managers
  • Senior leadership requiring full visibility

Manager

Campaign and team management with approval authority

Permissions:

  • Campaign creation and management
  • Content monitoring and approval
  • Team member invitation and role assignment
  • Workflow template creation
  • Budget oversight and approval
  • Performance analytics for managed campaigns
  • User activity monitoring within assigned teams

Best For:

  • Brand managers
  • Campaign managers
  • Team leads
  • Account managers

Review and Approval Roles

Internal

Specialized approval-only access for review teams

Permissions:

  • Content review and approval within assigned workflows
  • Comment and feedback on submitted content
  • Checklist completion and verification
  • Timeline and deadline visibility
  • Audit trail contribution

Restrictions:

  • Cannot create campaigns or workflows
  • Cannot invite users or manage teams
  • Cannot access financial information
  • Limited to assigned approval stages

Best For:

  • Legal review teams
  • Compliance officers
  • Technical review specialists
  • Brand guideline reviewers

Viewer

Read-only access for stakeholders and observers

Permissions:

  • Campaign progress monitoring
  • Content status visibility
  • Performance analytics viewing
  • Timeline and milestone tracking
  • Team activity observation

Restrictions:

  • Cannot approve or reject content
  • Cannot create or modify campaigns
  • Cannot invite users or change settings
  • Cannot access sensitive financial data

Best For:

  • Executives and stakeholders
  • Client representatives
  • Project observers
  • Reporting analysts

Content Creation Roles

Agency

Content creation and campaign management for external partners

Permissions:

  • Campaign participation and content submission
  • Script and video upload capabilities
  • Content revision and resubmission
  • Timeline and deadline tracking
  • Communication with approval teams
  • Performance metrics for submitted content

Restrictions:

  • Cannot create new campaigns (only join assigned campaigns)
  • Cannot manage users or teams
  • Cannot access other agencies' content
  • Cannot modify workflows or approval processes

Best For:

  • Marketing agencies
  • Content creation partners
  • External creative teams
  • Freelance content creators

Influencer

Content creation with campaign participation capabilities

Permissions:

  • Campaign discovery and application
  • Content submission (scripts, videos, posts)
  • Timeline and payment tracking
  • Performance metrics for own content
  • Communication with campaign managers
  • Profile and portfolio management

Restrictions:

  • Cannot access other influencers' content
  • Cannot modify campaign parameters
  • Cannot manage users or approve content
  • Limited to assigned or applied campaigns

Best For:

  • Social media influencers
  • Content creators
  • Brand ambassadors
  • Individual creators

User Management

Adding New Users

Invitation Process

  1. Navigate to Users > Invite User
  2. Enter user email address
  3. Select appropriate role
  4. Assign to relevant team(s)
  5. Set specific permissions if needed
  6. Send invitation email

Bulk User Import

For large teams:

  1. Prepare CSV file with user details
  2. Use Bulk Import feature
  3. Map CSV columns to user fields
  4. Assign default roles and teams
  5. Send batch invitations

User Profile Management

Required Information

  • Full name and email address
  • Role and team assignments
  • Contact information
  • Time zone and language preferences

Optional Profile Elements

  • Profile photo and bio
  • Specializations and expertise
  • Portfolio or work samples
  • Social media handles
  • Preferred communication methods

Permission Customization

Role-Based Permissions

Each role comes with default permissions that can be customized:

Campaign Permissions:

  • Create campaigns
  • Edit campaign details
  • Manage campaign participants
  • Access campaign analytics

Content Permissions:

  • Submit content
  • Approve/reject content
  • Comment on submissions
  • Access content history

Administrative Permissions:

  • User management
  • Team organization
  • Billing access
  • System configuration

Custom Permission Sets

Create specialized permission combinations:

  1. Start with base role permissions
  2. Add or remove specific capabilities
  3. Save as custom role template
  4. Apply to multiple users as needed

Team Assignment and Management

Organizing Users into Teams

Team Structure Benefits

  • Clear Responsibility: Defined approval roles
  • Efficient Routing: Automatic workflow assignments
  • Performance Tracking: Team-level analytics
  • Communication: Targeted notifications

Team Assignment Process

  1. Create teams based on organizational structure
  2. Assign users to appropriate teams
  3. Define team-specific permissions
  4. Set team leads and backup approvers
  5. Configure notification preferences

Multi-Team Membership

Users can belong to multiple teams:

  • Primary Team: Main organizational assignment
  • Secondary Teams: Additional collaboration groups
  • Project Teams: Temporary campaign-specific groups
  • Cross-Functional Teams: Inter-departmental collaborations

User Activity and Monitoring

Activity Tracking

Monitor user engagement and performance:

Login and Usage Metrics

  • Last login dates and frequency
  • Platform engagement time
  • Feature utilization patterns
  • Mobile vs. desktop usage

Work Performance Metrics

  • Approval response times
  • Content submission frequency
  • Collaboration activity levels
  • Quality scores and feedback

Communication Patterns

  • Comment and feedback frequency
  • Response time to notifications
  • Collaboration effectiveness
  • Issue resolution participation

User Performance Analytics

Individual Performance Reports

  • Approval efficiency metrics
  • Content quality assessments
  • Timeline adherence records
  • Collaboration effectiveness scores

Team Performance Comparisons

  • Inter-team performance benchmarks
  • Approval speed comparisons
  • Quality consistency metrics
  • Resource utilization analysis

Security and Access Control

Account Security

Authentication Requirements

  • Strong password policies
  • Multi-factor authentication options
  • Session timeout settings
  • Login attempt monitoring

Access Control Measures

  • Role-based access restrictions
  • IP address limitations
  • Device registration requirements
  • Regular access reviews

Data Privacy and Compliance

Personal Data Protection

  • GDPR compliance measures
  • Data retention policies
  • User consent management
  • Right to data deletion

Audit and Compliance

  • Complete user activity logs
  • Permission change tracking
  • Data access monitoring
  • Compliance reporting capabilities

Best Practices

User Onboarding

New User Setup

  1. Role-Appropriate Training: Provide role-specific platform training
  2. Team Introduction: Connect users with their teams and collaborators
  3. Workflow Orientation: Explain relevant approval processes
  4. Resource Access: Share documentation and support resources

Initial Configuration

  • Set up notification preferences
  • Configure dashboard views
  • Establish communication channels
  • Define work schedules and availability

Ongoing User Management

Regular Access Reviews

  • Quarterly permission audits
  • Role relevance assessments
  • Team membership updates
  • Inactive user identification

Performance Optimization

  • Monitor user efficiency metrics
  • Identify training opportunities
  • Optimize workflow assignments
  • Improve collaboration processes

User Support and Training

Support Resources

  • Role-specific documentation
  • Video training materials
  • FAQ and troubleshooting guides
  • Community forums and discussions

Continuous Learning

  • Feature update communications
  • Best practice sharing sessions
  • User feedback collection
  • Process improvement workshops

Troubleshooting Common Issues

Access and Permission Problems

  • Verify role assignments
  • Check team memberships
  • Review permission customizations
  • Confirm account activation status

Performance Issues

  • Analyze user activity patterns
  • Identify workflow bottlenecks
  • Review notification settings
  • Assess training needs

Collaboration Challenges

  • Evaluate team structures
  • Improve communication processes
  • Clarify role responsibilities
  • Enhance workflow documentation

Next Steps

Effective user management is crucial for successful platform adoption and optimal workflow performance across your organization.