What are roles and permissions?

Roles define what users are allowed to do, from simply visiting the platform to managing complex multi-project structures. Assigning the right roles ensures responsibilities are distributed efficiently, data privacy is respected, and users only access what they need.

What are the different roles on the platform?

End-user roles:

Visitor: Anyone who visits the platform without registering
User: Someone who has registered but hasn't interacted yet
Participant: A registered user who has taken action (posted input, commented, voted, etc.)

Platform management roles:

Project Manager: Manages a (or more) specific project(s)
Folder Manager: Manages a folder and its projects
Platform Admin: Has access to the entire admin panel and platform-level tools

What can platform admins do?

Admins are the highest-level users who manage the entire platform.

Admin capabilities:

Create, approve, and publish projects.
Assign project or folder managers.
Access the Users tab, smart groups, and user data.
Manage platform branding and homepage.
Send messages using platform-wide email tools.
View full dashboard and analytics tools.
Post content using a general admin profile.

Admins are the only users who can grant admin rights or assign others to manage folders or projects.

What can project managers do?

Project managers handle individual projects and participant engagement.

Project manager capabilities:

Edit project title, description, and access rights
View participation metrics and demographic breakdowns
Respond to input and send emails to project participants
Add events and export attendee lists
Track participation and traffic sources
Access user data for their project (excluding votes with personal identifiers)
Send project-specific emails using either their name or a generic platform name
Use testing features (e.g., multiple survey submissions or participation during closed phases)

Limitations:

Cannot create new registration questions or invite other project managers
Cannot email users outside their assigned projects

What can folder managers do?

Folder managers oversee a group of projects and assist in organization-wide coordination.

Folder manager capabilities:

Modify folder description and settings
Create projects within their folder
Automatically become project manager for projects they create
Publish and approve projects in their folder
Set unused projects to draft (instead of deleting)

Limitations:

Cannot delete projects
Cannot create platform-wide changes

How to assign/remove a role?

Only platform administrators can assign roles to users. The first platform admin role(s) will be given to you by your government success manager.

How to assign a project manager:

1. Through the user list if you are an admin:

Go to the Users tab
select the 3 dots on the far right side of the person's name
select Set as Project Manager
a window will appear to select the project to assign to this new Project Manager

2. through the project management rights

Navigate to the project.
Go to General tab > Access Rights.
Under Project Management, add the user's name.

How to assign a folder manager:

Navigate to the folder.
Open the Permissions tab.
Add the user under Folder Management.

How to assign a platform admin:

Choose a shared email address (e.g. participation@cityname.com).
Register it as a user.
Enter a clear and recognizable name like Moderator [City] or City of Springfield.
Set a profile picture if desired.
Log in through another Admin account
1. Go to the Users tab
2. select the 3 dots on the far right side of the users's name
3. select Set as Admin