Understanding roles and permissions
A role is a set of permissions that controls what a user can see and do. Roles are shared across your whole company, so you only need to create each role once and can then use it on any team.
Super Admin: Every account starts with a Super Admin role. Super Admins have full access to everything in your account, including Admin Settings, which are global account settings. You can learn more about Admin Settings here. This role can’t be edited.
Roles you create: Create roles for the rest of your users, like a role for people who only send gifts or only pull reports.
Custom: Instead of a role, you can choose exactly which permissions a user has on a team.
A few things to keep in mind:
Each user has one role (or Custom permissions) per team. A user can have a different role on each team they belong to.
Permissions given on a team also apply to all of the teams below it.
Note: If your account already includes roles like Team Admin, Gift Only, or Reports Only, you can keep using them or edit them like any other role.
How to create a role
In your account settings, go to Manage User Roles and click Create Role.
To get started quickly, choose one of our templates. Each one checks a typical set of permissions that you can adjust:
Admin: For users who manage your team, including users, teams, funds, reports, and sending gifts.
Gifting: For users who only send gifts and request funds.
Reporting: For users who view and export order and balance history.
Give your role a name.
Check the permissions you’d like this role to have. Permissions are grouped by category, and you can expand each category to see a description of each permission.
Save your role. It will be available right away when you invite users or change a user’s role.
From the Manage Roles page, you can also edit, duplicate, or delete your roles. Any changes you make to a role apply to everyone who has that role. A role can’t be deleted while users are still assigned to it.
How to invite new users
In your account settings, go to Manage Users and click Invite Users in the top right corner of the page. You can also invite users from a team’s details page in Settings > Teams.
Select how you’d like to send your invite:
Invite by Email: Enter one or more email addresses, separated by commas, spaces, or new lines. Then select the team and role for these users. This is the quickest way to add a handful of users.
Generate Invite Link: Select a role and team, then generate a link you can share with anyone you’d like to add to your account. Invite links expire five days from when they are created. You can expire a link early from the Pending Invites tab of the Manage Users page.
Upload CSV: This is the most secure way to send invites in bulk. Each user will receive an invite to their email. Our CSV template includes a column for each user’s email, role, and team, so you can invite users to different teams at once. Download our CSV template here: Giftogram_Members_Template.csv
When choosing a role, you can also select Custom to choose exactly which permissions the new user will have.
Note: If the user you are inviting already has a Giftogram account, they will not be able to accept your invite. Please contact our Customer Support for assistance with merging your accounts.
How to change a user’s role
Go to Manage Users and click the options menu next to the user.
Select Change Role. This opens the Permissions tab on the user’s profile.
Choose the team you’d like to update.
Select a new role, or select Custom and check the permissions you’d like this user to have.
Click Save.
The change takes effect right away. Permissions the user already has from a higher-level team are shown but can’t be changed here.
Managing existing users
The Manage Users page lists all of the users across the teams you have access to. Click a user’s name to open their profile, where the Team Membership tab shows each team they belong to and their role on it.
From the options menu next to a user, you can:
Invite to Team: Add the user to another team and choose their role on it.
Remove from Team: Remove the user from one of their teams. Users must belong to at least one team.
Spending Limits: Set or reset the user’s spending limits for a specific team.
Manage Funds: Transfer funds to or from the user.
Deactivate / Activate: Turn the user’s access to your account off or back on.
You can also select several users at once to invite them to a team or update their spending limits.