User roles and permissions

Introduction

InfoBox has two customer-facing roles: Admin (FI: Ylläpitäjä) and User (FI: Käyttäjä). The role is set per organization; if a person belongs to several organizations, they can be an Admin in one and a User in another. There is no read-only role: a User either sees and edits a resource or doesn't see it at all.

Admin

Admins have full access to the organization:

• See and edit every screen, playlist, and media folder, regardless of per-resource permissions.
• Create screen groups and set their access mode.
• Invite, edit, deactivate, and remove users on the User management page.
• Change Company settings and manage add-ons on the Addons page (Canva, Google Slides, Screen groups).
• Create media folders and manage their permissions.

User

Users work with what they've been given access to:

• See and edit the screens, playlists, and media folders that are open to everyone or explicitly shared with them.
• Add content, schedule, publish, and use the Media Library within those resources.
• See screen groups they belong to, but can't create or edit groups.
• Can't invite or manage users, and can't open Company settings or Addons.
• The Needs attention bell shows them only the screens and folders they can see.

How a User's access is set

Admins set access in three interchangeable places, which stay in sync:

• On the resource: the Permissions dialog on a screen, playlist, or media folder. Allow all users, or pick specific Users.
• On the group: a Screen group with Selected users only gives its users every screen in the group.
• On the person: the Edit user dialog on the User management page has pickers for Screen groups, Screens, and Media folders, each showing how many are selected.
• A change in one place shows up in the others immediately.

InfoBox staff

You may see a black Super admin badge next to an InfoBox staff member's name in the users list. That's our support team, with admin rights in every organization for support purposes. It isn't a role you can assign.

Choosing the right role

Guidelines:

• Use Admin for IT managers, marketing leads, or anyone who needs full control.
• Use User for team members who manage specific screens or locations, and scope their access with permissions or groups.
• You can change a person's role at any time in the Edit user dialog without affecting their content.

Summary

Admins manage everything; Users manage what they're given access to, set per resource, per group, or per person. No read-only role exists. See Managing permissions for the details.