Set Up Positions, Teams, and Sharing

Introduction

With the Positions and Teams feature, users can create personalized workspaces for team members, restrict or grant access to different parts of the system, and assign users to different roles. In other words, you can customize access for each team member and show them only what they need to see.

Adding New Users

To add a user via an invitation link, go to Settings → Users and click the right part of the green + User button to create a new invitation.

For more details, refer to this guide: Invite New Users to AIO

Edit Your Users

1. Go to Settings→Users. You will see the list of existing users in your Tenant.

2. Right-click the desired user, hover your mouse over the Archive action, and select the desired action:

• Switch activity – toggle this option off to deactivate a user. The user and their statistics will remain in your tenant, but they will no longer be able to access their account.

• Remove from tenant – click the tick icon to remove a user from your tenant. This will clear all information associated with the user.

• Edit tenant role – change the user’s role as needed.

Admin – full access to all entities and system settings, regardless of positions and sharing.

Employee – restricted access; can only view entities shared with them. Their access depends on their position and sharing settings.

How to Create and Manage Positions

Once the user (with an Employee role) is added to your Tenant, they need to be assigned to a position. Any custom positions (QA, Landings Tech, Buyer, etc.) can be created by selecting only the parts of the system that employees should have access to.

1. Go to Settings → Positions:

2. Click +Position:

3. Fill in the position details:

• Position: Enter a name for the position.
• Description: Enter a description, if needed.
• Assign Colour: Select a colour to make the position easier to identify in the list.
• Priority: Set the priority. This applies to users with multiple positions. If a user is assigned more than one position, the permissions with higher priority will override those with lower priority.
• Imperatives: Select the imperatives to be applied to this position. These can relate to specific parts of the system or entire sections, including editing permissions, scopes, or logs. You can learn more about imperatives in the Imperatives section.

4. Proceed to the Assigned Users subsection and add or remove users from the position:

5. Click the Save button.

Imperatives

Imperatives represent the parts of the system that should be accessible or available actions. They can vary depending on the scope, ranging from broader scopes, such as entire sections, to more specific permissions, such as pages or only particular actions (like editing or sharing).

As you select the required imperatives from the drop-down list, they are applied from top to bottom, building the permission set step by step. The imperatives are listed in alphabetical order and include icons to help you identify their scope:

📁 Sections and Subsections, including all related permissions

📄 Pages (access to specific pages only)

⚙️ Actions (permissions for specific actions, such as Editing, Sharing, or Uploading)

#️⃣ Features (heatmaps, notes, and sessions)

🔗Show Logs (permission to view logs for a specific section or page)

🧿Scopes (view-only access to specific subsections and pages, including all their content).

⚙️Editor Scopes: (editor access to specific subsections and pages, including all their content).

To build a Permission, select Imperatives one by one. The Allow/Deny toggle allows or denies each Imperative.

To remove an imperative from the list, click the ➖ icon on the right side of the window.

Imperative Types

There are several types of imperatives, ordered from the broadest scope to the most specific:

• 📁Sections: Provide access to entire sections (e.g., Analytics, Content, Meta). When you select a section, all its subsections are automatically included along with the full set of available permissions for that subsection, such as Sharing, Archiving, Editing, and Ownership Change, etc, depending on what is applicable.

• 📁Subsections: Provide access to specific subsections within sections (e.g., Content: CDN Files, Content: Landings, Settings: Distributions). When you select a subsection, it automatically includes the full set of available permissions for that subsection, such as Sharing, Archiving, Editing, and Ownership Change, etc., depending on what is applicable.

• 📄Pages: Provide access only to specific pages within sections and subsections (e.g., Content: CDN Files page, Meta: Campaigns Page, Content: Content Library Page). Selecting a page does not grant any additional permissions (such as Editing or Sharing) or access to other pages. This allows you to create highly specific and flexible permission sets.

• ⚙️Actions: Grant permissions to perform specific actions, depending on what is available for the selected section, subsection, or page (e.g., Edit, Archive, Assign to Folder, Create Version, Upload). They can be used to build flexible permission sets by granting or restricting access to specific actions within sections, subsections, or pages.

They can apply at the section or subsection level (e.g., Content: Landings Edit, which grants editing access to all items within that subsection) or be selected as individual permissions for specific actions.

• #️⃣Features: Grant access to special features such as Heatmaps, Notes, and Session Recordings. They can be selected all at once as a section or configured as individual permissions (e.g., to grant access to Heatmaps only).

• 🔗Show logs: Grants access to view logs for a specific section or page.

• 🔁Sharing and Ownership Change: Grants permission to share specific pages or change their ownership.

• 🧿Scopes: Grant view-only access to specific subsections and pages, including all their content. This can be used to provide access to certain positions (e.g., Finance) without sharing the entities, while still allowing them to view all available data in the section.

• ⚙️Editor Scopes: Grant editor access to specific subsections and pages, including all their content.

Multiple Positions

A single user can be assigned to different positions (for example, in one position, they have access only to the Dashboard section, while in another position, they have access to the Tracker and Meta). In this case, the user will have access to all three sections: Tracker, Meta, and Dashboard.
❗However, you should also consider position priority. If Position A with a lower priority (e.g., 10) grants a certain permission (e.g., Landings Edit), but Position B with a higher priority (e.g., 20) denies the same permission, the user will not be able to edit landings. This is because permissions from the higher-priority position override those from lower-priority positions.

How to Create and Manage Teams

While Positions open or restrict access to entire parts of the system, Teams provide targeted access to specific entities that are available only to team members.

1. Go to Settings → Teams:

2. Click +Team to add a new team:

3. Fill in the team details:

Members: Select the people from the Users in tenant section who need to be part of the team. By default, all members are added as Level 0, but you can configure different levels to build a hierarchy within the team.

Levels: Define the visibility of objects for users belonging to the team. Each higher level allows users to view objects belonging to or shared with users at lower levels.

For example, if one user needs to see objects belonging to other team members (without being visible to them), you can assign them Level 1, while other users can be assigned Level 0. The number of levels is not limited, so you can build a hierarchy of any complexity.

Peers: Define the level of access users at the same level have to each other's objects.

By default, users at the same level cannot see objects belonging to one another (Peers: No access). You can change this setting using the Peers selector.

• No access – users at the same level cannot see any objects belonging to other users at the same level.
• Use – users at the same level can see objects belonging to other team members in selectors, but cannot open or edit them.
• View – users at the same level can open and view objects belonging to other team members, but cannot edit them.
• Edit – users at the same level can edit objects belonging to other team members, but cannot share them.
• Own – provides full access to objects belonging to users at the same level, including sharing, archiving, and changing ownership.

Below: Regulates the visibility of objects belonging to lower-level users for users at higher levels.

• Owned only – users at a higher level can see only objects personally created by users at lower levels.
• Owned and direct shares – users at a higher level can see objects personally created by users at lower levels and objects directly shared with them.
• Owned and all shares – users at a higher level can see objects personally created by users at lower levels, as well as objects shared with them or with their teams.

4. Once your team is set up, click Save.

Sharing

Sharing allows a user or team to access a specific object. Admins and Owners can view, edit, and share any entity in the system by default, while Employees are restricted to sharing only the entities they have created or those granted to them through ownership settings.

How to Share Objects

1. Right-click the desired object (e.g., a Campaign), hover over Teams & Permissions, and select Share.

2. Add the members or teams with whom you want to share the entity. If necessary, grant them editing or sharing permissions. You can also share the entity with all members of the tenant at once by clicking + Add all.

3. Configure the sharing levels in the Role & Share section. You can select multiple sharing roles:

• Use – the object can be used and selected in selectors.

• View – the object can be viewed.

• Edit – the object can be edited.

• Share – the object can be shared.

4. (Optional) Configure an expiry date if needed.

By default, sharing permissions do not have an expiry date. However, you can set one in the Expires section.

5. Click Save

For Campaigns, you will see an additional window indicating which related objects are also being shared automatically with the Campaign, such as the Landings and Destinations used in that Campaign.

A single entity can be shared with multiple teams or users. You can see who an entity has been shared with in the Shares column.

Mass Sharing and Unsharing

1. Select the entities you want to share by clicking the checkboxes, then right-click any of them to open the action menu.

2. Select the desired action:

• Share Also – choose the user or team you want to share the objects with.
• Unshare – select the user or team whose access you want to revoke.
• Force Share – removes all previously shared users or teams and shares the selected objects only with the newly selected users or teams.

3. Click Save (or Next → Save if you are sharing Campaigns).

Ownership and Access Type

How to Change Access Type

Access type defines whether objects are visible and accessible by default or hidden.

By default, every new object in the system is created as Private, which means it is accessible only to users it has been shared with or to users who have access through team settings. You can change the access type to make an object accessible or visible by default, regardless of sharing settings.

1. Right-click the entity (for example, a Campaign).
2. Hover over Teams & Permissions, then select Change ownership.

3. Select the access type:

• Private – the object is accessible to users it has been shared with or to users who have access through team settings.
• Use – the object can be used and selected in selectors, but cannot be opened for preview.
• View – the object is visible to everyone as read-only.

4. Click Confirm to save the changes.

Change Ownership

The owner in AIO is the person who created an entity. This should not be confused with the Owner of the tenant, who has full access to all entities, regardless of who created them.

Ownership can be transferred to another user. For example, a QA specialist may upload and test a landing and then transfer ownership of the landing to another user who will later customize it and use it in campaigns.

1. Right-click the entity (for example, a Campaign), hover over Teams & Permissions, and select Change ownership.

2. Select the new owner.

3. Click Confirm.

The original owner of the entity will still be able to see it, but only as a user with whom the entity has been shared, rather than as its owner.

(Optional) If you want to change the owner of multiple objects, you can use the Mass Change Owner action. To access it, select the entities you want to update by clicking the checkboxes, then right-click any of them to open the action menu.

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