User Roles & Permissions

What you will learn

• The three roles -- Admin, Power, User -- and why three is the right number.
• Where the boundary actually sits between Power and Admin.
• Where you manage your team, and how to add or change someone's role.
• Why Client portal access is separate from internal roles.
• How to ask for -- or grant -- a role change safely.

The mental model

Buzzscribed uses three roles because three covers three real jobs. Someone owns the business and the money: Admin. Someone runs accounts and configures the platform: Power. Someone delivers the day-to-day work: User. Most agencies land on one or two Admins, a handful of Power users and everyone else on User.

The boundary between Power and User is intentionally light. For ordinary campaign and CRM work they see the same screens, so the work moves without permission friction. The boundary that matters -- and matters firmly -- is the Admin line, which protects two things: visibility of money figures (gross, cost, net, margin, hourly rates) and the destructive deletes of commercial records (agreements, line items, purchase orders).

Default new joiners to User. Promote when there is a specific capability they need that the role is gating. Under-granting is easy to fix; over-granting tends to go unnoticed until it matters.

The three roles

You may see "Owner" appear as a label in some places -- treat it as a synonym for the senior Admin (the original account holder). For everyday purposes, the model is three roles.

Where you manage your team

Team management lives on Tenant Admin, reached from THE HIVE (top-right) via the Tenant Admin link. The page is open to Admin and Power users.

Inside, you will find tabs for Account Setup (platform mode, branding, users, templates, terms, email service) and Subscription & Usage. The Setup Users tab is where you add users, allocate licences and change someone's role. Adding or removing users and the licence side are Admin-only actions, even though Power can see the page -- so a Power user can audit the team list while only an Admin commits changes that touch the bill.

Where Power stops and Admin begins

Two concrete places the line shows up:

• Money figures. On Account Management, Engagement Hub and Finance & Invoicing, the financial columns -- gross, cost, net, margin, hourly rates, rate cards -- are Admin-only. A Power user sees the work, the hours, the schedule and the deliverables. The money figures route through the Admin layer.
• Destructive commercial deletes. Deleting an agreement, a line item or a purchase order in Account Management requires Admin. Power can edit and create freely; the irreversible removals are held back so a single click cannot cascade through your billing trail.

Everything else -- building Stories, writing releases, pitching, booking, coverage, reporting, editing media contacts and clients -- is shared by Power and User.

One thing applies to all three roles: CRM editing on Media Outlets and Clients & Brands is open across the board. Buzzscribed treats data quality as a team responsibility. If an account executive spots a stale journalist email, they fix it -- no ticket, no waiting. Destructive deletes are recorded in an audit log so accountability stays visible without slowing the work down.

The Client portal is not a role

Clients who watch their campaigns through the Client portal do not have a Buzzscribed user account in the agency sense. They have portal access -- scoped to one client's campaigns, separate from the internal role model. They cannot reach the main app, cannot see your CRM and cannot see other clients' work. That is why the Client portal does not appear in the role table -- it answers a different question: which client do you represent, and what of their work can you see? See the Clients article for how to grant Client portal access.

Worked example: a six-person agency

Acme PR Corp at six people, working with Globex Industries, Mr Widget Ltd and Northwind Outdoor Co. A sensible mapping:

• Two Admins -- the founding partners. One handles operations and billing; the other tech and integrations. Either can step in. Both see finance figures and run delete actions.
• Two Power users -- the account directors. They own the Tenant Admin configuration and run every campaign and CRM workflow across all three clients. Money columns route through the partners.
• Two Users -- the account executives. Each sits in one director's portfolio, free to work on any Story.

Every meaningful action has at least two people who can do it. No single point of failure. The User role is the default; promotion happens when a real need shows up.

Requesting or granting a role change

1. Identify the specific capability you need. "I need to read the margin on the Mr Widget retainer before the partner meeting" gives an Admin a clear, narrow ask.
2. Send the request to an Admin with the reason. Specific asks are easier to grant safely than blanket "I need Admin".
3. The Admin updates your role in Tenant Admin > Setup Users.
4. Log out and back in. Some menus and gates cache at sign-in, so a fresh session locks the new role in immediately.

Frequently asked

Are there roles above Admin?

Admin is the top internal role. "Owner" appears as a label for the most-senior Admin (the original account holder) -- it is still Admin.

Can a Power user manage other users?

A Power user can open Tenant Admin and see the user list and configuration tabs. Adding or removing users and allocating licences are kept to Admin, so headcount and billing decisions stay with the role that owns the subscription.

Can a User edit CRM contacts and outlets?

Yes. Media Outlets and Clients & Brands are open to all roles. Destructive deletes are written to an audit log, so accountability stays clear without slowing the team down.

Why can I not see money figures on Account Management or Engagement Hub?

Money figures (gross / cost / net / margin / rates) are Admin-only. As Power or User you see the work, the hours and the deliverables. Ask an Admin if you need the financial columns.

What happens to someone's work if I deactivate their account?

It stays. Stories, pitches, bookings and coverage carry their name on the audit trail. Deactivation blocks the login -- it does not delete the work. Always deactivate a leaver rather than removing them.

Is Tenant Admin the same as the Mediacast platform console?

Two different things. Tenant Admin is where you manage your own account and team. The Mediacast platform console is the back-office tool the Buzzscribed team uses to run the platform -- not for tenants.

What to read next

• Navigation Guide -- why some menu items may be missing for your account.
• Buzzscribed Terminology -- the vocabulary the rest of the Learning Centre uses.