Administration

Access management (Users, Teams and Access Profiles)

The User and access management (Settings) area controls who operates the platform: the users and their permission profiles, and the teams — which define through which channels and senders each team sends, to which audience and who approves the communications.

Concepts and terms

Term (as it appears on screen)	What does it mean
User	Who operates the platform (different from employee, who only receives communications). It has an access profile and, optionally, a team.
Team	Grouping of users with action limits: Allowed Channels, Allowed Senders, Recipients (a base filter that delimits the audience) and Approval (e-mails from approvers).
Access profile	The set of user permissions, organized into sections (Announcements, Measurement, Employees, Planning, Tasks, Settings).
Scopes	Several items have levels: Not Allowed, User Only (only what they created), Team Only, Everyone.
Administrator	The system profile with all permissions — cannot be edited or deleted.

What can you do

Users: create (name, email, team, profile — the password is generated and sent by email automatically), edit, search and delete (individual or in batch); see access, team and last login for each person
Teams: create/edit with Channels, Senders, Recipients (via base filter) and Approval (emails separated by comma); delete (teams without members only)
Access profiles: create/edit profiles with all permission sections; delete (only profiles without users; the Administrator profile is immutable)
Respond to access requests: when someone from the company domain requests access, the administrator receives an email with a direct link to approve (edit the user created as request)

Step by step

Create a user

1.Settings → User and access management → Users → Create user.
2.Fill in Name, Email, Team (optional — "None") and Access profile.
3.When saving, the user receives a welcome email with the generated password (if the email already exists in another Comunica.In workspace, it uses the password they already have). There is no password field when creating.
4.To change later, click on the line — attention: saving the edit disconnects the user (he needs to log in again).

Create a team

1.Teams tab → Create team.
2.Fill in:

Name
Channels — through which channels the team can send
Senders — which senders the team can use (minimum 1)
Recipients — click on Filter and set the filter that delimits the team's audience (required; shows "X of Y employees")
Approval — the approvers' emails, separated by a comma. With registered approvers, every team submission is approved (see criar-editor.md)

1.Members join the team through the user registration (Team field), not through the team modal.
2.To delete a team, first move/remove the members — teams with linked users cannot be deleted.

Create an access profile

1.Tab Access profiles → Create profile. Give the Name and turn on the sections that the profile will have (each section has a master switch that reveals the options):

Announcements: View / Edit / Delete (scopes Not allowed → All); Sending communications (Send Authorized/Unauthorized + Attachments, Direct Mail and Reinforcements); Favorites (templates: create/view/edit/delete)
Measurement: general scope + Details of communications, Reports and Dashboard
Employees: access to the base + Add / Import / Edit / Delete; Groups (scope + create/edit/delete)
Planning: access to the announcements calendar (also releases Campaigns)
Tasks and Inbox (accounts with Demand Portal)
Settings: general/channel/sender settings + User management + Channel Settings

1.Save and finish. The profile is valid immediately for linked users.
2.Profiles with linked users cannot be deleted; the Administrator (system) profile cannot be changed.

Respond to an access request

1.When someone with an email from the company's domain requests access (on the registration screen), the administrator receives the email "New access request" with a direct link.
2.The link opens Access Management with the requesting user already being edited — define the profile/team and save to release (or delete to deny).

Limits and rules

Rule	Detail
User email	Unique in the account ("Email already registered"); is not editable by the user
Password on creation	Automatically generated and sent by email; cannot be defined manually
Edit user or team	Logs out those affected immediately (needs to log back in) — plan for mass changes during off-peak hours
Delete user	Permanent removal from the list (with confirmation); all access is revoked immediately
Delete team	Blocked while users are linked
Delete profile	Blocked while users are linked; system profiles are immutable
Team Administrator	User with a team only manages users from their own team and does not see the Teams and Access Profiles tabs; when creating user, team and profile are locked in theirs
Team Senders	Minimum of 1; disabling a sender removes them from Teams
Scopes	"User only" / "Team only" / "Everyone" — choose one level per item (they are not cumulative in the configuration)

What tends to confuse

User ≠ employee: users operate the platform; Employees (own area) only receive communications. Deleting a user does not affect the contributor base.
The team is what "connects" approval, senders and the audience: if someone's submissions require approval, it is because their team has registered approvers; If a sender doesn't appear for him, check the team's senders.
There is no "resend invitation" — if the user did not receive the password, advise the "Forgot password?" on the login screen (resets and gives access).
Changes drop the session: editing a user (or their team) disconnects people — expected, not an error.
Campaigns and Calendar are released by Planning permission (there is no "Campaigns" toggle).
The permissions gate on the screen is visual comfort — the API is in charge: a poorly configured profile may see a button and receive an error when using it.

Related Features

Access and account — login, password, MFA and access request (user side)
Create (editor) — how team approvers enter the submission flow
Settings — the hub and other screens
Employees — base and group permissions in action