6. Invite & Permit Users

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About Users, Resources & Groups

Before Users can get to work, you must grant them Permissions to access their tools.

SwitchBase calls its tools 'Resources' — which can include any combination of:

• Dashboards → track Group performance and analyze data visualizations
• Forms → create actionable Records via Shortcut or full-length Forms
• Channels → use Chat for Group communications and DMs
• Inboxes → respond to incoming SMS messages
• and more

Who can create & manage Resources?

• Resources are created and managed by designated Leaders → ex. Admins, Resource Owners & Access Managers and SwitchBase Designers
• Does this include you? Find out in our guide to the Admin Menu

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Share Resources via Groups

Assigning Users to Groups is the most efficient way to give Resource Permissions to your SwitchBase Users.

Think of a Group as a 'container' for specific Resources. When you add a Resource to a Group, you are effectively granting access to every member of that Group. Any Users you add to the Group instantly inherit the ability to view and use those Resources → ex. Xeno, Lima, Sierra, and Omega.

The Advantages of Groups

• Groups give Users the Permissions necessary to access and interact with Shared Resources, such as Records, Forms, Inboxes, and Chat Channels → without elevating their platform authority

• In this example, Custodial Group members — like Xeno, Alpha, Sierra, and Omega — can:

  • Add Custodial Records in the assigned Form
  • Communicate in the assigned Custodial Chat Channel
  • View the Custodial Issues Dashboard and update its Records
    • Note: Custodial Group members DO NOT have the ability to alter or delete any of the team's Resources

Learn all about Groups

• Learn all about Groups in our Users & Groups article

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Share Resources with Permissions

Resources MUST be Shared with Groups of Users to be included in their toolset.

Anytime you Share Resources, you'll get the chance to set the Group's Permissions.

• For example, when you Share a Form, there are six Permission levels to select from:

  • Owner → All powerful! → can View, Create, Update, Edit, Share and Delete Forms and Records
  • Form Editor → can View, Edit, and Share a Form → can View, Create, Update, and Delete Records → but can't Delete a Form
  • Form Access Manager → can View, Create, Update, and Delete Records → and can Share but not Delete a Form
  • Data Owner → controls all data creation and Record options → View, Create, Update, and Delete
  • Data Contributor → controls three data and Record options → View, Create, and Update
  • Data Viewer → can access just one data or Record option → View
    • Custom Access → refine User access with hand-selected permissions

How to Share Each Resource

All the Resources are shared in a similar way — but there are nuances. Check out these articles for specific details:

• Share Dashboards
• Share Forms
• Share DMs and Group Chat Channels
• Share Inbox

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About Assigning Roles

As you Invite Users, you'll have the option to assign Roles — but most Users DO NOT need them.

• Roles grant elevated system Privileges to your Resource Creators and Personnel Managers
• Roles give SwitchBase Designers the ability to create Forms, update Dashboards, and set up Inboxes
• Organizations typically only have a few roles → such as Admin, Manager, and Basic

• Most Team Members and Groups Do Not need a Role to do their jobs!
• For typical Team Members and Groups → choose None

When to Assign Elevated Roles

Roles empower Admins and Managers (like Alpha-Admin & Sierra-Basic) in two ways:

• Resource Creation & Design

• User & Staff Management

  

Resource Creation & Design

Roles allow Resource Creators and SwitchBase Designers to create, build, update, and oversee the platform’s core Resource architecture. (Click the below links to learn all about it.)

• Designated Leaders can:
  • Formulate Forms
  • Design Dashboards
  • Create Chat Channels
  • Manage Inboxes
  • Organize Groups

User & Staff Management

Roles allow authorized Admins to manage your venue’s entire User base.

• Personnel Managers can:
  • Invite new Users to the SwitchBase platform
  • Assign Users to specific Groups
  • Delete Users who leave the Organization

Learn About Your Organization's Roles & Groups

Review Existing Groups & Roles

• Before inviting new Users, it's helpful to be familiar with the existing Groups defined by your Organization:
  • Click Groups from the Admin menu
  • Select Edit to review the Resources awarded to each Group
  • Read Users & Groups to learn more

• It's also important to become familiar with the Roles your Organization has created:
  • Click Roles from the Admin menu
  • Select Edit and review the Creative Powers awarded to each Role
  • Read Users & Roles to learn more

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Invite New Users

As you Invite new Users, assign them to their Groups at the same time! This automatically gives them all of the Resource Permissions assigned to the Group.

To add a new User to a Group:

1. Click Users → from the Admin menu

2. Click Invite User

   

3. In the Invite User box:

   • A. Enter the new User's Email address
   • B. Provide a Display Name → ex. Delta
   • C. Optional → Pick a Role
     • None is selected most frequently
       • Visit About Assigning Roles to learn more
   • D. Add the User to their designated Group → ex. Custodial

   

   • E. Leave Send notification email checked to send an email invite → Uncheck to withhold
   • F. Click Invite User

   

need more detail?

• For a detailed guide, see GROUPS, USERS & RESOURCES

Users must Sign In to accept your Invitation

• New Users will appear in your "Pending Invitations" until they Sign In & Accept their Invitations:

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Manage User Resources & Permissions

User Profile pages allow you to manage a User's Resource Permissions and SwitchBase System Privileges.

Each User Profile is divided into four tiles:

• A. User (Account Details) → includes Email address Display Name, and Roles
  • See About Assigning Roles and Change the Display Name
• B. Groups → shows the Group or groups assigned to a User
  • See Groups, Users & Resources
• C. Resource Access → reviews the shared Resource assets assigned to each Group member
  • See User & Org Resource Access
• D. Remove User → deletes a User from your organization
  • See Delete Users & Invitations

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Open a User Profile

To open a User Profile:

1. Click the Admin menu

2. Click Users

3. Pick any User from the list → ex. Sierra

   

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Add a User to a New Group

To add a User to a Group with Resources:

1. Pick Manage Groups

   

2. Check Select a Group, followed by the new Group's name → ex. Event Command Center

   

3. Select the appropriate Permission → ex. Account Manager

   

4. Click Save Changes

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Remove a User from a Group

To divorce a User from a Group:

1. Pick Manage Groups

   

2. Click the Orange X

   

3. Select Undo if you've made a mistake

   

4. Click Save Changes

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Change a User's Display Name

To change a User's Name:

1. Open the Users page

2. Click on the target User

3. Enter the new name → ex. change Delta to Delta Faucet

   • Pick Discard Changes if you change your mind

4. Press Save Changes

   

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Update a User's Email Address

• If someone changes their email address:
  • You may Remove the User → and Invite them again under a new Email address

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Delete Users & Invitations

To Remove a user (or an Invite) from your Organization:

1. Open the Users page

2. Click on the target User

3. Select Remove User from Organization → or Delete Invitation

   

4. Confirm your action → by clicking Remove User from Organization or Delete Invitation

   

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