Managing members and access groups

Add colleagues to a workspace and control which features, folders and rundowns they can use. A member can use either individual permissions or one access group.

Open Manage Members

Open the workspace menu using the three dots in the top-right corner of the workspace, then choose Manage members.

Invite a member

Enter the team member's email address at the bottom of the Members window, choose how their permissions should be managed, and select Invite. They will receive an invitation by email.

Choose a permission source

Every member uses exactly one permission source:

Individual permissions – choose that member's role and rundown access separately. This is the original permission model.
Access group – choose a reusable group. The member immediately inherits the group's role and rundown access.

Existing members remain on Individual permissions until you explicitly assign them to a group, so existing access is not changed by this feature. The workspace owner always remains the owner.

Create an access group

Open Manage members.
Select Manage access groups.
Select New access group.
Enter a clear group name, for example Editors, Producers or Guests.
Choose the role and rundown access for the group.
Select Create group.

Workspace owners and superusers with unrestricted workspace access can create and manage access groups.

Group roles

Superuser – administrative access to the workspace.
Read/Write – can work with the permitted content.
Read/Write comments only – can read content and work with comments.
Read only – can view the permitted content without editing it.

Group rundown access

All rundowns gives the group access across the workspace.
Filter limits the group to selected folders and rundowns.

For filtered access, select Filter, mark the folders and rundowns the group should be able to use, and save the selection.

Assign members to an access group

In the Members window, open the permission-source dropdown for a member and choose Group: [group name]. The role and filter summary are then shown as inherited and cannot be edited for that member.

To give the member separate settings again, switch the dropdown back to Individual permissions and review their individual role and rundown access.

You can also choose an access group while inviting a new member.

Change an access group

Open Manage access groups, select a group, and edit its name, role or rundown access. Saved changes apply immediately to every member assigned to that group.

If a member of a filtered group creates a permitted folder or rundown, that item is added to the group's filter so the other group members receive the same access.

Delete an access group

An access group cannot be deleted while members are assigned to it. First move those members to another group or back to Individual permissions, then delete the unused group.

Filter individual member access

Individual permissions continue to work as before. In the Members window, open the rundown-access dropdown and choose Filter.

Select the folders and rundowns that the member should be able to access, then select Save.

The summary shows how many folders (F) and rundowns (R) are available. For a group member, the same summary is labelled Inherited.

Good to know

A member follows either individual permissions or one access group, never both at the same time.
Changing a group updates all assigned members, which is useful when a team changes responsibilities.
Use individual permissions for exceptions and access groups for roles shared by several people.