Space Roles and Managing Access Roles

Space Roles

Workvivo supports User-Based Access Control meaning that there are different roles and permissions available to users. Within Spaces, there are a number of different roles available. These include:

• Space Owners
• Space Admins
• Space Editor
• Space Pages Editor
• Space News Editor
• Space Events Editor
• Space Documents Editor
• Space Moderators
• Space Member

To learn about the different roles, you can open the Space Roles glossary from the Manage Access section of your space.

Click on the ? icon beside 'Role' and the Space Roles glossary opens.

What is a Space Owner?

A Space Owner owns the space, they have the highest level of permissions within a space. 

Access Management

• Manage Space Access - Note: Only the Space Owner can promote another member to the level of Admin or Owner
• Invite users to join the space
• View the list of invited Space Members
• Re-send invites

Space Management

• Edit a Space
• Archive the Space when it is no longer required
• Set up sub-spaces with other spaces they manage

Content Management

• Create and Edit Pages, Events, News Articles and Space Documents within the space
• Manage Q&A
• Pin posts within the Space
• Set up a featured story and featured documents
• Edit the Links section
• View Analytics

What is a Space Admin?

A Space Admin can do everything a Space Owner can with the following exceptions:

• They cannot archive the space
• They cannot promote members to the role of Owner or Admin

Access Management

• Manage Space Access - Note: Admins can only promote another member to the level of Moderator
• Invite users to join the space
• View the list of invited Space Members
• Re-send invites

Space Management

• Edit a Space
• Set up sub spaces with other spaces they manage

Content Management

• Create and Edit Pages, Events, News Articles and Space Documents
• Manage Q&A
• Pin posts within the Space
• Set up a featured story and featured documents
• Edit the Links section
• View Analytics

What is a Space Editor?

A Space Editor is focused on space content and content management, rather than space administration. They have the following permissions.

• Create and Edit Pages, Events, News Articles and Space Documents
• Manage Q&A
• Pin posts within the Space
• Set up a featured story and featured documents
• Edit the Links section
• View Analytics

They have no administrative permissions when it comes to managing the space and space membership.

There are four additional editor roles for individual Space features: Pages Editor, News Editor, Events Editor, and Documents Editor.

Individual, Space feature-level roles for Pages, News, Events, and Documents, have content management permissions for the specific feature but no other features. 

Pages Editor

• Create and Edit Pages
• View Analytics in Pages

News Editor

• Create and Edit News Articles
• View Analytics in Articles

Events Editor

• Create and Edit Events
• View Analytics in Events

Documents Editor

• Create and Edit Space Documents
• View Analytics in Space Documents

What is a Space Moderator?

• Pin posts in the space
• Invite members to the space
• Post updates in a space where posting is restricted to moderators, admins or owners
• Delete posts within the space

What is a Space Member?

A Space member has general access to participate in the space e.g. post updates, create space documents, ask questions. 

Note: If posting is restricted to space moderators, admins, owners - a member can only like and comment.

What permissions are available to System Admins or Space Managers in Spaces?

Regardless of who the Space Owner or Space Admin is of a space, System Admins and Space Managers can:

• Manage Space Access - Remove a member or promote a member to a higher role (Note: They cannot promote themselves)
• Invite colleagues to the space and view the list of invited Space Members
• View Space Analytics
• Edit a Space (details, imagery, type, posting controls etc.)

Note: The “Space Managers” role has space-level permissions, but some of the those permissions can extend beyond their own membership in terms of Hidden / Private spaces. System Admins on the other hand have global permissions, and not only in Spaces. 

Managing Access within a Space

Once colleagues have joined your space as members, as a Space Owner you can promote them to another role within the space if needed. Admins can also support with this task.

1. Go to the Spaces section
2. Open the Space
3. Click the "Admin" button and then "Manage Access” from the drop-down
4. Change the role type for any member
5. You can also remove a member

Note: Only the Space Owner can promote another member to the role of Owner or Admin. An Admin can promote someone to Moderator only.