Manage team & permissions

Invite your team to Prezly and start collaborating on your contacts, stories, campaigns and more. You can also determine what each user can access in your account using​ user permissions – particularly useful when working with multiple clients and external parties.

Invite a new team member

Your colleague will be marked as inactive until they accept your invite.

Resend an invite

To resend an invitation email:

Disable a user account

To remove a user from your account, click on their name in your Manage team settings, and then click the Disable this account button at the bottom of the righthand panel.

Disabling a user account immediately revokes that person's access to your Prezly account.

The user's details will not be deleted, and records of any previous activity – for example, interactions they've had with your contacts – will be retained. 

Disabled user accounts will appear greyed out at the bottom of your team list, and can be re-enabled at any time by clicking on their name and selecting Enable account.

Re-enable a user account

You can restore a user's access to your account by scrolling down to their name in your Manage team table, clicking their name, and then clicking Enable account.

Manage user permissions

By default, all team members have access to your full Prezly account. You can limit each user's access to specific parts of your account using your Manage team settings. These settings are split into two sections:

You can set user permissions when you invite a team member to join your team in Prezly, or edit permissions for an existing teammate by clicking their name in the list on your Manage team page.

Member permissions

Site access

Account sharing among teammates

What is account sharing?

Sharing account or login details with a teammate and having them sign into Prezly is considered account sharing. Simply put, it refers to a single pair of credentials that multiple users - sometimes across multiple locations - use to access the tool.

Account sharing can lead to a series of complications, from security issues to incorrect logging within your Prezly account. It's one of the reasons we prohibit it in our Terms of Service.

We understand that account sharing can make it easier to delegate tasks among teammates, but we strongly advise against sharing your account or password with anyone.

These days, most people are aware of the risks of sharing confidential information online. However, many still actively share their login credentials with teammates because they don’t fully understand the disadvantages of account sharing.

Why is account sharing a bad idea?

First of all, it’s important to keep in mind that the security and use history of your account information is your responsibility, which is why any data breach of your account is your responsibility, and activities performed on your account are your liability.

It may not be obvious from the get-go, but sharing account information with others can cause several problems. Here are a few reasons it’s a bad idea:

Security

We simply cannot guarantee the security of our customers if they start sharing usernames and passwords across the team. Oftentimes, people leave the company and then new people come on board, which means that you risk former employees or teammates sharing your information externally. In GDPR, it is our duty as a data processor to advise on security best practices and safeguard personal data.

Logging

With account sharing, it is impossible for us to know which user did what, like who made that last export or who sent that last email, for example. If an account is shared across multiple people, we cannot help our customers with these important questions.

Working together

Prezly helps you with your daily workflow, but since accounts are being shared, you can't see specifically who in your team recently reached out to which journalists. You can't see who sent that Campaign 3 months ago. You can't see who made that note on a specific journalists' profile. We've built Prezly as a great tool for teams to collaborate on managing Contacts and publishing Stories, and having individual accounts for each teammate helps teams keep track of each person's activity.

Is account sharing allowed in Prezly?

No.

When you create an account, only you are allowed to access the account that is registered in your name. Account password sharing among teammates is actually a direct violation of our terms of service and condemns any exchange of accounts between individuals.

We understand that account sharing can make it easier to delegate tasks among teammates, but we strongly advise against sharing your account or password with anyone and we recommend disabling a teammate in order to replace them with another one or adding an extra seat to your Prezly account.

Please contact support@prezly.com to learn more about managing or adding users to your account.

Account owner

On every Prezly account, one team member has the role of account owner, meaning they are primarily responsible for the account.

The creator of a new account is automatically assigned as owner. On existing accounts, it's typically the oldest active user who has this role.

How to see who your account owner is

See who is the account owner by clicking on your workspace name (top-left of the screen) > Manage team, and find the team member with a badge next to their name.

What it means to be an account owner

The account owner role differs in a few ways from a regular Prezly user:

Reassigning ownership

The owner can personally reassign the ownership to another team member by visiting your Manage team settings (which may be found by clicking your name in the bottom-left of the screen), clicking the team member's name, and then clicking Make account owner at the bottom of the panel.

What happens if the account owner leaves the team without reassigning ownership?

If the account owner user, for some reason, personally can't reassign the ownership, contact support and we will help you out.