Adding Users and Setting Permissions in Publlish
Learn how to invite team members to Publlish, set the right permission levels for each role, and manage who can create, approve, and publish content across your social channels.
Publlish is built for teams — and team management starts with getting the right people in with the right access level. This guide covers how to invite team members, what each permission role allows, and how to set up a structure that works whether you're a small in-house team or an agency managing multiple clients.
How to Invite a Team Member
- Go to Settings → Team in your Publlish dashboard
- Click Invite a Member
- Enter the person's email address
- Select their permission role (see roles below)
- Optionally restrict their access to specific channel groups
- Click Send Invite
The invited person will receive an email with a link to join your Publlish organisation. They'll need to create a Publlish account if they don't already have one, or log in with their existing account.
Understanding Permission Roles
Publlish uses role-based permissions to control what each team member can do. Here's what each role covers:
Admin
Full access to everything in the organisation.
Can do:
- Connect, disconnect, and refresh social channels
- Create, edit, schedule, and publish posts
- Approve or reject draft posts
- Invite, remove, and change permissions for other team members
- Access billing and account settings
- View all analytics
Best for: Account owners, senior managers, operations leads.
Manager / Editor
Full content access without administrative control.
Can do:
- Create, edit, schedule, and publish posts
- Approve or reject draft posts (on plans that support approval workflows)
- View analytics
- Connect channels (depending on org settings)
Cannot do:
- Access billing settings
- Invite or remove team members
- Change other users' permissions
Best for: Senior social media managers, account managers at agencies.
Contributor
Content creation access only — cannot publish without approval.
Can do:
- Create and edit draft posts
- Submit drafts for approval
- View their own drafts and scheduled posts
Cannot do:
- Publish posts directly
- Approve posts
- Access billing or team settings
Best for: Junior social media executives, content writers, freelancers producing content for review.
Viewer / Analyst
Read-only access.
Can do:
- View scheduled and published posts
- View analytics and reports
Cannot do:
- Create, edit, or publish posts
- Access settings
Best for: Clients who want visibility into their content calendar, senior stakeholders who need reporting access, external approvers who only need to see the schedule.
Restricting Access to Specific Channel Groups
One of the most important settings for agencies is channel group access control. By default, a new team member may see all connected channels. You can restrict them to only see specific channel groups — meaning each team member only sees the clients or channels they're responsible for.
To restrict channel group access:
- When inviting or editing a team member, look for the Channel Access or Restrict to Groups setting
- Select which channel groups this person can access
- Save
This ensures a team member managing Client A's social media cannot accidentally see, edit, or publish to Client B's channels.
How Many Users Can I Add?
The number of team members you can have in your Publlish organisation depends on your plan. See plan limits →
Permission Role Summary Table
| Capability | Admin | Manager | Contributor | Viewer |
|---|---|---|---|---|
| Create and edit posts | ✅ | ✅ | ✅ | ❌ |
| Schedule and publish posts | ✅ | ✅ | ❌ | ❌ |
| Submit drafts for approval | ✅ | ✅ | ✅ | ❌ |
| Approve/reject drafts | ✅ | ✅ | ❌ | ❌ |
| Connect/disconnect channels | ✅ | ⚠️ Depends | ❌ | ❌ |
| View analytics | ✅ | ✅ | ❌ | ✅ |
| Invite team members | ✅ | ❌ | ❌ | ❌ |
| Access billing | ✅ | ❌ | ❌ | ❌ |
Frequently Asked Questions
How many team members can I add to Publlish? The number of seats depends on your plan. See plans →
Can a team member see all connected social channels? By default yes, but you can restrict their access to specific channel groups. This is important for agencies managing multiple clients.
Can I change a team member's role after they've joined? Yes — go to Settings → Team, find the member, and update their role. Changing user permissions →
What happens if I invite someone who already has a Publlish account? They'll receive the invite and can join your organisation while keeping their existing account. A person can be part of multiple Publlish organisations.
Can a Contributor publish posts without going through approval? No — Contributors must submit posts for review. Only Managers and Admins can publish directly. This is by design to support content review workflows.
How do I give a client access to see their content calendar? Add them as a Viewer and restrict their access to their own channel group. They'll see the calendar and analytics but can't edit anything. Agency onboarding guide →