Onboarding
Combined walkthrough for new Account Admins covering inviting team members, the role and capability system, approving access requests, the security dashboard, enabling MFA, and accessing billing.
Welcome, Admin
As an Account Admin, you're responsible for managing who has access to your organization's portal and what they can do with it. This article walks you through your core responsibilities: inviting team members, assigning and approving roles, keeping your organization secure, and understanding billing. For deeper dives on any topic, we've linked to standalone articles below.
The first thing you should do is invite the people who need portal access. Here's how:
- Click Users in the sidebar.
- Click Invite User in the top right.
- Enter the person's email address.
- Select a role from the dropdown. The portal suggests a role based on their declared function when they onboard, but you can pick any of the 9 roles initially.
- Click Send Invitation.
The system sends them an email with a setup link. They have 30 days to accept and complete onboarding. After they finish, they'll either get immediate access or their access will be pending your approval (depending on your organization's settings). Learn more in Inviting Team Members to Your Organization.
The portal has 9 preset roles designed to cover most job functions. Here's a quick reference for who typically gets which role:
RoleBest ForKey AbilitiesSuper AdminYourself or a co-adminFull control, billing access, user managementAdminTeam lead, operations managerUser management, settings, approvals (can add billing)Project ManagerProject leads, operationsCreate projects, manage tasks, update timelinesMarketingMarketing manager, content leadCreate projects, manage marketing content, view analyticsCommunicationsComms lead, spokespersonView deliverables, post announcementsContributorTeam members, freelancersUpload assets, view tasks, provide feedbackFinanceFinance manager, accountantView invoices and reports (add Full Billing to make payments)LegalGeneral counsel, compliance officerReview deliverables, access handbookViewerExecutives, stakeholdersRead-only access to dashboard, projects, deliverablesCapability Packs: Extending Permissions Beyond Base Roles
Each role comes with standard permissions, but you can enhance them with 8 capability packs. Common scenarios include:
- A Contributor who needs to approve work: Add the Approver capability.
- A Communications person who should manage the resource library: Add the Asset Manager capability.
- A Finance person who will pay invoices: Add the Full Billing capability (instead of just Billing Access).
- A team member who leads projects: Add the Project Lead capability.
- Anyone who needs access to reports: Add the Reporting capability.
To add a capability pack to a user, click their name from the Users page, find the Capability Packs section, check the boxes for the packs they need, and click Save. You can change or remove capabilities at any time.
When a new user finishes onboarding and their declared activities suggest they need permissions beyond their base role, those requests come to you for approval. Here's what to do:
- You'll get a notification that there are pending requests (either in the portal or by email, depending on your settings).
- Go to Users and find the new user's row.
- Click their name to open their profile.
- Scroll to Pending Permission Requests.
- Review each request, which will show their declared activities and the capability they're asking for.
- Click Approve or Deny. If you deny a request, the user can still work with their base role.
Once you approve, they get that permission immediately. Read more in Inviting Team Members to Your Organization.
To keep your organization secure, visit the Security section from the sidebar. This dashboard shows you:
- Security Score: An overall rating (0-100) of your organization's security posture. It's based on MFA adoption, password age, and login activity patterns.
- Multi-Factor Authentication (MFA) Adoption: How many of your team members have MFA enabled. Aim for 100% adoption to maximize security.
- Login Activity: A log of recent logins by team members, including date, time, device type, and location. Look for any unusual activity.
- Team Member Status: A list of all users with their MFA status. Anyone with MFA disabled will show here.
Multi-Factor Authentication (MFA) adds a second verification step when logging in. Here's how to set it up for yourself and encourage your team:
- Click Settings in the sidebar.
- Click the Security tab.
- You'll see an option to Enable Multi-Factor Authentication. Click it.
- The portal will ask you to verify your phone number or set up an authenticator app. Follow the prompts.
- Once you enable MFA for yourself, go back to the Security section (in the sidebar) and encourage team members to enable it as well.
You can require MFA for all users if your organization needs higher security. This setting is in Settings under the Security tab.
If you have billing permissions (Super Admin always has them; other admins need the Billing Access capability), you can view and manage billing from the Billing section in the sidebar. Here you'll find:
- Invoices: A list of all invoices, their dates, amounts, and payment status.
- Payment Methods: The credit cards or accounts on file for your organization. You can add or remove payment methods here.
- Billing Summary: A dashboard showing total invoiced, paid, and outstanding amounts.
If your organization needs to make payments or update payment information, make sure the Finance person has the Full Billing capability. If you only need to view billing information, the Billing Access capability is enough.
Here's a suggested order for setting up your admin account:
- Invite your team members from the Users page.
- Review and approve any permission requests that come in as they onboard.
- Visit the Security dashboard and check your security score. Encourage your team to enable MFA.
- Set up billing permissions for whoever manages payments.
- Review Understanding Roles and Permissions to decide if any capability packs would help your team.
- Go through the remaining onboarding articles to understand other portal features your team will use.
If you need additional help, reach out to your Account Manager or submit a support ticket from the Support page.
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