Roles and permissions enable content locking and structured access control within the email editor. This feature allows for restricting editing capabilities based on predefined roles.
Roles in Topol Team
Collaboration is a crucial aspect of modern email marketing, and Topol Team is designed with teams in mind. Whether you're creating email templates for a small business or a large marketing agency, roles and permissions allow you to effectively manage access and responsibilities. This feature ensures that the right individuals have the appropriate level of control over email designs while preserving the integrity of your templates. Here’s a breakdown of each role in the Topol Team:
1. Owner: The Highest Level of Control
The Owner of a Topol Team account is the individual who created the team. This role comes with the highest level of privileges, granting complete control over all aspects of the platform. The Owner has the ability to:
Manage the subscription, including billing and payment details.
Invite or remove team members as needed.
Assign and modify roles for other users.
Delete the team if necessary.
This level of control is crucial for maintaining administrative oversight and ensuring that the right people have access to the right tools.
2. Administrator: Managing the Team
While the Administrator does not have access to billing and subscription management, they still play an essential role in overseeing team activities. Admins can:
Invite and remove members from the team.
Assign roles to new and existing members.
Fully manage and edit templates.
Administrators act as the primary facilitators of content creation, ensuring that Editors and Contributors have everything they need to collaborate efficiently.
3. Editor: The Creative Force
Editors are responsible for the hands-on work of designing and refining email templates. While they cannot invite new users or access billing settings, they have full creative control over the content. Editors can:
Create, edit, and modify email templates.
Save changes and manage design elements.
This role is perfect for designers and marketers who need to work on templates without worrying about administrative tasks.
4. Viewer: Limited but Valuable Access
Viewers have the most restricted role in Topol Team. Their primary function is to review templates rather than edit them. A Contributor can:
View templates shared with them.
Provide feedback and suggestions.
This role is ideal for supervisors, clients, or stakeholders who need to approve email designs without making direct modifications.
Establishing a new Topol team and allocating roles
As the future owner of your new Topol team, you can easily create it from your Topol account. Additionally, even if you currently own a team, you can create more teams if needed and switch between them from the same place.
As an owner of the team, please keep in mind that:
Once you switch to a Team account, you must create a Topol Team subscription to access all collaborative features. Otherwise, you can only manage your team members, and your team will be unable to create or edit templates.
Team owners do not need a PRO subscription, as only a Topol Team subscription is required for team collaboration. The Topol PRO subscription is managed through your personal account, while the separate Topol Team subscription is managed from the team account. A Topol Team subscription is enough if you plan to use Topol solely as a team.
If you own multiple teams, you need to have multiple Topol Team subscriptions, as each team operates independently, even if they consist of the same members.
All team members must already have their Topol account because you invite them using their Topol account email. However, they do not need to have an active subscription to collaborate with your team.
Each Topol Team subscription includes three free team slots. You will incur charges for each additional team member with Administrator or Editor roles, and this cost will be added to your subscription price. Team members with Viewer roles will not incur any charges. Billing begins only after a new team member accepts your invitation.
After switching to your Team account (and creating a Team subscription, if you haven’t already), navigate to the list of team members (1). You are automatically assigned the Owner role.
If you find yourself in a situation where the current team owner is no longer an active member, the Topol support team can assign another member the owner role.
From here, you can easily invite new members to your team via an email invitation by clicking on the Invite new members button (2). You can specify their role at the time of the invitation, ensuring that every new member starts with the appropriate permissions. An invitation email will be sent to the invited team member, and he must complete the verification through this email to be added to the team. After switching to the Invitations tab (3), all pending invites will be listed, where you can also resend the invitation email.
Once the invited member accepts the invitation, they will be shown on the list of team members.
Here, the Owner and Administrator can manage roles for other team members. The Owner role is unique in that only the team owner can assign this role to another member. Furthermore, the Owner and Administrator(s) have the ability to remove other members from the team. Editors cannot change the roles of other members and can only view, edit, or export templates. Viewers cannot edit templates at all, only view or export them. In the next section, you'll discover how this works exactly.
Impact of roles in editing
Assigned roles affect team members' ability to edit specific structures or even use the editor at all. This capability is controlled by a dedicated "Lock the structure" toggle within the editor.
This toggle is part of the Structure Properties side panel and can be set individually for each structure. Once the structure is locked, team members with specific roles won't be able to edit it. Here is an overview of which role can change this setting and who it affects:
Owner: Can lock/unlock structures and edit all content.
Administrator: Can lock/unlock structures and edit all content.
Editor: Cannot lock/unlock structures and can edit only unlocked structures.
Viewer: Cannot access the editor and can only export or download templates.
Why Roles and Permissions Matter
A well-structured roles and permissions system improves workflow efficiency, security, and content integrity. By ensuring that only authorized individuals can edit or delete templates, organizations can:
Prevent accidental modifications that could impact an ongoing campaign.
Control access to sensitive information, such as billing details.
Streamline collaboration by defining clear responsibilities for each team member.
The roles and permissions feature of Topol Team provides a crucial framework for managing creative collaboration for marketing teams, agencies, and businesses. By leveraging these tools, teams can work smarter, faster, and more confidently in their workflow.
Conclusion
Whether you're running a small team or managing a large-scale email marketing operation, the Roles and Permissions feature in Topol Team provides the structure needed for seamless collaboration. With clear distinctions between Owners, Administrators, Editors, and Viewers, every team member can focus on their tasks without unnecessary interference.
If you have any questions about this topic, please contact our support.