All members are required to log into the system with a username (email address) and password.
The following table describes the Member Group roles of a typical (default) installation:
Member Group | Description of role |
Employee |
Who: Employees are staff members of the company (either full time, part time or contractual) and must have a valid company email address (ie. @companyemail.com). Employees can generally view all content, images and assets across the site (unless specifically restricted from some ‘Brand/Marketing team-only’ pages or content. Approval process: Automatic (email validation only). Expiry: Access does not expire. Access can be deactivated by IT Support on member leaving the business. |
Non‑employee |
Who: Non-employees are external contractors or 3rd party suppliers who wish to gain access to the site but do not have a company email address. Non-employees may be excluded from viewing content, images and assets that are for internal-use only (ie. company letterheads). Note: By default, any new content created is visible to non-employees. Approval process: Automatic email validation) then Manual. Expiry: The ‘Access Administrator’ to manually set expiry date when approving applicant. |
Brand / |
Who: Internal Brand, Marketing or Communications team member with access to privileged content, images and assets across the site (if adopted). Approval process: Automatic (email validation) then Manual. Expiry: Access does not expire. |
Auxiliary roles... |
|
Member |
Who: All members who register to Brand Toolbox are automatically assigned the ‘Member’ role. It allows Brand Update newsletters to be sent to all ‘Members’ rather than specific member groups. Approval process: Automatically added for all registrations. However, if manually adding a member to the backoffice, the ‘Member’ role will need to be manually added to the ‘Member Group’. Note: Do not remove from member profile. |
Registration Request Approver |
Who: This role is manually assigned and added to the member who approves registration requests. Note: Member must be logged into the frontend to approve registration requests. |
Image Request Approver |
Who: This role is manually assigned and added to the member who approves image requests. Note: Member must be logged into the frontend to approve image requests. |
* A note about Member Groups for the Brand Toolbox team:
A member can only be part of an ‘Employee’ or ‘Non-employee’ group. They cannot be assigned a combination of these. If multiple groups are added to the member profile, the member will be assigned to a group in the following hierarchical order:
The ‘Admin#’ group has been reserved for allowing all functionality. If the ‘Admin’ account is not present, then the next one in line is the ‘Employee’ account, then ‘Non-employee’. Only one can apply to a page, and the one with the most permissions (based on the above) is allocated.
# The ‘Admin’ group does not always appear in every installation (it is requirements-specific).
The following registration process model applies for both ‘Employee’ and ‘Non-employee’ members:
The ‘Access Administrator’ is automatically sent an email notifying them whenever a new registration has cleared the (Step 1 – Email authentication) process above.
Note: The ‘Access Administrator’ is the company representative chosen to approve registrations. It is the Access Administrator’s role to check the validity of the person requesting access to the system. They can do this by email/phone call to the ‘Referrer’ or by ringing the registrant directly for confirmation.
After verifying the registrant with the ‘Referrer’, the ‘Access Administrator’ approves the new registrant via dynamic email link. The ‘Access Administrator’ can also set the expiry date when approving the applicant.
Note: The ‘Referrer’ is the company staff member/employee who has guided or instructed the external contractor or 3rd party supplier to view the site. If ‘Referrers’ are asking external users to use the system, they should instruct the ‘Non-employee’ registrants to include them as the ‘Referrer’ on the registration form (when asked).
As soon as the ‘Access Administrator’ clicks the APPROVE button, the new member is sent an email informing them that they can now enter the system.
*Note: If the Access Administrator does not receive the final access approval email, please follow the steps below to manually approve a registration.
If the Access Administrator does not receive the final access approval email or if a registration approval is needed urgently, the Access Administrator can manually approve the new registrant as follows:
To escalate the status of an already registered ‘Employee’ to a ‘Brand/Marketing team’ Member Group type, follow the instructions below:
Next page: Troubleshooting member access
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