Users and groups
Users
Settings → Users lists everyone on the account.
Each row shows the person's name and email, the groups they belong to, their role, whether they're active, and when they were last seen. Filter by status or group, search by name, and download the list from the icon at the top right.
Last seen is the quickest way to find accounts nobody is using — worth reviewing periodically, since a dormant account is still a way in.
Roles
| Role | Can do |
|---|---|
| Regular | Use the dashboard within whatever their group allows |
| Admin | The above, plus manage users, groups and rule sets |
Most people should be Regular. Give Admin only to those who genuinely need to manage access — an admin can change what everyone else sees.
Adding someone
New user asks for:
- Email — where the welcome invitation goes, and the address they sign in with
- Name & Last name — as shown throughout the dashboard
- Role — Regular unless they need to administer
- User group/s — one or more; this is what determines their access
- Active — on, unless you're preparing the account ahead of time
They receive a welcome email inviting them to set their own password. You never set or see it.
Group choice is the access decision
The role decides whether someone can administer. The group decides what data they see. Adding someone to a group with a broader rule set than they should have is the usual way people end up seeing more than intended — the mistake is quiet, because nothing warns you.
Changing or removing someone
Each row's … menu edits the account. To remove someone's access without deleting their history, set them inactive — they can't sign in, but their audiences and bookmarks stay put.
User groups
Settings → User groups lists the groups, how many users are in each, and the rule set attached.
A group is a label plus a rule set. That's it — the configuration lives in the rule set; the group is what connects people to it.
New user group creates one. A group with no rule set gives its members nothing, so attach one.
How to organise groups
Groups usually mirror how access differs in practice rather than the org chart — typically one per agency or partner who should only see their own campaigns, plus broader groups for internal teams.
Someone can belong to more than one group, so shared access doesn't need a special combined group.
TIP
Name groups after who they are, not what they can see — "Dentsu Agency" ages better than "Limited access 2". What a group can see changes; who they are usually doesn't.