🔑 Manage Permissions, Administrators & Owners

Effectively managing permissions within Atobi ensures that your team members have appropriate access to perform their roles efficiently and securely. By understanding and configuring the distinctions between Owners, Administrators, and Members, you can maintain a structured and secure environment. Let's explore how to manage these permissions and understand their importance! 🌟

🧑‍🤝‍🧑 User Types in Atobi

a. Owners can access the same as Administrators with full control over the Admin Panel

b. Administrators can access the same as Members + the Admin Panel with limited permissions

c. Members can access Atobi

a. Owners

Owners have full control over the Admin Panel, including access to the Organization Setup. They can:

Create, edit, and delete Administrators.
Manage global settings affecting the entire organization.
Assign roles and define permissions for other members.

Note: Owners possess the highest level of access within Atobi.

b. Administrators

Administrators have access to the Admin Panel with permissions granted by Owners. Their capabilities can be tailored to specific needs, such as managing members in a particular country or overseeing content creation. Administrators can:

Create, edit, and delete members.
Access designated modules within the Admin Panel.

Note: they cannot create or modify other Administrators unless granted Owner rights.

Customizing Administrator Access

Owners can tailor Administrator access to specific modules within the Admin Panel:

Navigate to Admin > Members.
Click "Create new" to add a new Administrator or "Edit" to modify an existing one.
In the Customize Administrator Access section, toggle accesses as needed.

To grant full Owner rights, enable the "Grant Owner Rights" option.
Define content management scope:
- Local: Administrator can manage members and content within their assigned location.
- Global: Administrator can manage members and content across all locations.

Click Update to apply the settings.

Note: This customization ensures Administrators have access only to the areas necessary for their roles

c. Members

Members have access to the Atobi platform but do not have Admin Panel privileges unless assigned a specific role or elevated permissions.

Roles and Permissions

Roles in Atobi are customizable and control the extent to which members can manage other members. They are optional and can be tailored to fit organizational needs.

Note: The "Member Manager" role is automatically assigned to Owners, granting them all permissions with local access. This role cannot be removed to ensure Owners always have member management capabilities.

a. Creating a Role

Only Owners can create new roles. To do so:

Navigate to Admin > Roles in the Organization Setup section.
Click "Create new".
Assign a descriptive name to the role.
Enable or disable the desired permissions, such as:
- Create members
- View members
- Update members
- Delete members
- Archive members
- Anonymize members
- Restore members
- Reset member's password
- Reset member avatar
Determine the access scope:
- Local access: Manage members within the assigned location and its sub-locations.
- Global access: Manage all members across the organization, regardless of location.
Save the new role.

Once created, roles can be assigned to members to grant them the specified permissions.

Note: If you update the role with new permissions, then members with that role will automatically get those permissions unlocked

b. Assigning a Role to a Member

To assign a role:

Go to Admin > Members.
Locate the member to whom you want to assign the role.
Click "Edit" next to their name.

Select the appropriate role from the dropdown menu.
Click "Update" to save the changes.

Assigning a role grants the member the permissions defined within that role.

Important Considerations

If a user has no assigned role, their access scope defaults to their local or global setting.
Roles take precedence in determining a user's access scope.

Best Practice: By understanding and configuring these roles and permissions, you can effectively manage access and responsibilities within your organization on the Atobi platform!

📝 Article Studio Access Rights

Article Studio rights determine what a user can do within the Article Studio and can be managed on an individual basis. These permissions control who can create, edit, and publish articles within Atobi.

👓 Read: The user can view articles but cannot create or edit them.
✍️ Create: The user can write new articles and save drafts but cannot publish them.
📜 Update: The user can edit existing articles, including content updates, formatting changes, and media additions.
❌ Delete: This person has the right to delete an article

Best Practice: Assigning Create and Edit permissions without Publish is useful for team members who help draft content but shouldn’t finalize articles.

Permissions can be tailored to specific organizational needs, ensuring each user has the right level of access without unnecessary privileges.

How to Customize Permissions

Go to Admin > Members.
Find the user whose permissions need to be modified.
Click "Edit" next to their name.
Modify their permissions, such as:

Assign Admin access or custom roles.
Adjust Article Studio access levels.

Click "Update" to save changes.

Members Status in Admin

With Atobi you have the possibility to decide if/when someone can access the system.

"On standby" - Is the status of a member that has been marked as 'inactive' in the member's create or in the edit form.

"Ready" - Is the status of a member who is marked active in the admin panel, but hasn't logged into Atobi account in the last 30 days.

"Active" - Is the status of a member who is marked active in the admin panel and has logged in to Atobi in the last 30 days.

🔐Why Managing Permissions in Atobi is Important

Setting clear roles and permissions isn’t just about security—it helps optimize workflows, improve collaboration, and ensure smooth operations. Here’s why it matters:

🛡️ 1. Enhances Security & Data Protection

✔️ Ensures only the right people have access to sensitive settings.

✔️ Reduces the risk of accidental deletions or unauthorized changes.

Example: A Store Manager doesn’t need Admin rights—they only require access to relevant articles and tasks.

🚀 2. Improves Workflow & Efficiency

✔️ Allows employees to focus on tasks relevant to their roles.

✔️ Prevents confusion by ensuring each user sees only what they need.

Best Practice: Assign custom roles to make sure team leads can manage their own departments without interfering with other locations.

🔄 3. Enables Scalable Growth

✔️ Easily onboard new team members with predefined access levels.

✔️ Manage permissions at scale without manually adjusting settings for every user.

Example: A new Content Creator joins the team—they can be given Create & Edit access, while managers handle publishing.

📊 4. Improves Accountability & Content Management

✔️ Controls who can create, edit, and publish content.

✔️ Keeps a clear record of who made changes and when.

Best Practice: Prevent accidental edits by limiting publishing rights to a few key users.