---
title: Understanding User Roles & Permissions
description: Master role-based access control for optimal team security and productivity
---

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# Understanding User Roles & Permissions

## Master role-based access control for optimal team security and productivity

Choosing the right role for each team member ensures they have the access they need while maintaining security and brand consistency. This guide breaks down each role's capabilities and helps you optimize your permission structure.

#### User Role Hierarchy

Marq uses a hierarchical permission system where each role includes all capabilities of the roles below it, plus additional features.

### Role Structure Overview

 

```
Account Admin (Complete Control)    ↳ Template Admin (Brand Management + User Capabilities)        ↳ User (Content Creation + Viewer Capabilities)            ↳ Viewer (Review Only)
```

**Key Principle:** Higher roles inherit all permissions from lower roles, ensuring logical access progression.

---

#### Detailed Role Breakdown

### Viewer Role

**Primary Purpose:** Review-only access for stakeholders who provide feedback without editing.

#### Who Should Be a Viewer?

- **Executive leadership** reviewing marketing campaigns
- **External clients** approving materials before launch
- **Legal/compliance teams** checking brand adherence
- **Board members** staying informed on marketing activities
- **External partners** who need visibility but not editing access

#### What Viewers Can Do ✅

- **View shared documents and templates**
- **Leave comments and feedback** (if enabled)
- **Download approved content** (if permissions allow)
- **Access read-only template galleries**
- **Receive notifications** about shared content updates

#### What Viewers Cannot Do ❌

- Create new documents or projects
- Edit any content, text, or design elements
- Upload images or brand assets
- Share content with other users
- Access user management features
- Modify account or template settings

#### Viewer Workflow Example

 

```
1. Receives shared document link via email2. Reviews content and design for approval3. Leaves specific feedback via comments4. Approves content or requests specific changes5. Receives notification when changes are made
```

**Best Use Cases:**

- Executive approval workflows
- Client review and sign-off processes
- Compliance and legal review stages
- Stakeholder updates and communication

---

### User Role

**Primary Purpose:** Content creators who customize templates to produce marketing materials.

#### Who Should Be a User?

- **Marketing coordinators** creating campaign materials
- **Sales representatives** customizing regional content
- **Content creators** producing regular marketing assets
- **Regional managers** adapting corporate templates
- **Campaign managers** executing marketing initiatives

#### Core Capabilities ✅

**Content Creation:**

- Create projects from brand templates
- Customize text, images, and design elements
- Use smart fields and data automation
- Create personal templates for reuse

**Collaboration:**

- Share projects with team members
- Comment and collaborate on shared content
- Download and print finalized materials
- Access shared brand assets and libraries

**Asset Management:**

- Upload and manage personal images
- Organize personal content library
- Access approved brand fonts and colors
- Use data sources for template population

#### User Limitations ❌

- Cannot create or modify brand templates
- Cannot manage other users or permissions
- Cannot access billing or account settings
- Cannot upload assets to shared brand library
- Cannot configure integrations or advanced features

#### User Workflow Example

 

```
1. Browses brand template library2. Selects appropriate template for campaign3. Customizes content using smart fields4. Adds campaign-specific images and text5. Shares draft for team review6. Incorporates feedback and revisions7. Downloads final materials for distribution
```

**Permission Details:**

- **Template Access:** Can use but not modify brand templates
- **Content Control:** Full control over project content within template structure
- **Sharing:** Can share own projects, cannot modify sharing settings
- **Brand Assets:** Can use but not modify shared brand elements

---

### Template Admin Role

**Primary Purpose:** Brand guardians who create templates and ensure design consistency.

#### Who Should Be a Template Admin?

- **Brand managers** maintaining design standards
- **Senior graphic designers** creating template systems
- **Marketing directors** overseeing brand consistency
- **Creative leads** managing design workflows
- **Department heads** controlling team template access

#### Advanced Capabilities ✅

**Brand Management:**

- Create and edit brand templates
- Upload and organize brand assets (fonts, logos, colors)
- Set brand guidelines and design standards
- Control template categories and organization

**Template Control:**

- Configure smart fields and automation
- Lock design elements to prevent changes
- Set template permissions and sharing rules
- Import designs from external tools (InDesign, etc.)

**User Management (Limited):**

- Manage user groups within their domain
- Control template access for specific teams
- View usage analytics for their templates
- Assist with user training and adoption

#### Template Admin Workflow Example

 

```
1. Receives request for new template type2. Designs template following brand guidelines3. Configures smart fields for easy customization4. Sets appropriate locks to protect design integrity5. Tests template with sample content6. Assigns to appropriate user groups7. Monitors usage and collects feedback8. Iterates design based on user needs
```

**Advanced Features:**

- **Smart Field Configuration:** Set up dynamic content areas
- **Template Locking:** Protect design while allowing customization
- **Brand Asset Management:** Maintain centralized design resources
- **Analytics Access:** Monitor template usage and effectiveness

#### Template Admin Limitations ❌

- Cannot manage user accounts or roles
- Cannot access billing or subscription settings
- Cannot configure SSO or enterprise integrations
- Cannot modify other admins' templates (unless shared)
- Cannot access account-level security settings

---

### Team Admin Role

**Primary Purpose:** System administrators with complete control over all account aspects.

#### Who Should Be a Team Admin?

- **IT administrators** managing system configuration
- **Operations managers** overseeing platform deployment
- **CMOs or department heads** with strategic oversight
- **Account owners** responsible for billing and contracts
- **Security officers** managing access and compliance

#### Complete Administrative Control ✅

**User Management:**

- Add, remove, and modify all user accounts
- Assign and change user roles across the organization
- Create and manage user groups and permissions
- Monitor user activity and access patterns

**System Configuration:**

- Configure SSO and enterprise authentication
- Set up API integrations and third-party connections
- Manage account-wide security policies
- Configure sharing and collaboration rules

**Business Management:**

- Access billing and subscription settings
- Manage account upgrades and feature access
- Configure compliance and audit features
- Oversee usage analytics and reporting

#### Team Admin Workflow Example

 

```
1. Plans user role structure for organization2. Configures SSO integration with company identity provider3. Sets up user groups aligned with business structure4. Monitors platform adoption and usage metrics5. Manages subscription and billing requirements6. Ensures compliance with security policies7. Coordinates with Marq support for enterprise needs
```

**Strategic Responsibilities:**

- **Security Oversight:** Maintain access controls and compliance
- **Growth Planning:** Scale platform usage with business growth
- **Integration Management:** Connect with business systems
- **Performance Monitoring:** Ensure optimal platform utilization

---

#### Role Selection Guide

### Choosing the Right Role

#### Assessment Questions

1. **What's their primary job function with Marq?** 
     - Content creation → User
     - Brand management → Template Admin
     - System oversight → Team Admin
     - Review and approval → Viewer
2. **Do they need to create brand templates?** 
     - Yes → Template Admin (minimum)
     - No → User or Viewer
3. **Will they manage other users?** 
     - Yes → Team Admin
     - Limited (groups only) → Template Admin
     - No → User or Viewer
4. **Do they need system-level access?** 
     - Full administrative access → Team Admin
     - Brand/template management → Template Admin
     - Content creation only → User
     - Review only → Viewer

### Role Assignment Matrix

| Job Function | Recommended Role | Key Capabilities Needed |
| --- | --- | --- |
| CEO/CMO | Account Owner | Strategic oversight, billing control |
| Brand Manager | Template Admin | Template creation, brand consistency |
| Marketing Coordinator | User | Campaign execution, content customization |
| Sales Representative | User | Local customization, territory materials |
| Regional Manager | User or Template Admin\* | Depends on brand control needs |
| Graphic Designer | Template Admin | Template creation, design control |
| External Agency | User | Project-specific content creation |
| Client/Stakeholder | Viewer | Approval and feedback only |
| IT Administrator | Team Admin | System configuration, security |

### Common Role Assignment Mistakes

#### Over-Permissioning (Security Risk)

**Mistake:** Giving Team Admin to users who only need template creation **Risk:** Unnecessary access to billing, user management, security settings **Solution:** Use Template Admin for brand management needs

**Mistake:** Template Admin for users who only customize existing content **Risk:** Unintended template modifications, brand inconsistency **Solution:** User role provides sufficient content creation capabilities

#### Under-Permissioning (Productivity Impact)

**Mistake:** User role for team leads who need template control **Risk:** Bottlenecks in template creation, inability to maintain standards **Solution:** Template Admin for team leads managing brand consistency

**Mistake:** Viewer for active content creators **Risk:** Users cannot perform their job functions **Solution:** User role for anyone creating or customizing content

#### Solutions and Best Practices

1. **Start with minimum necessary permissions**
2. **Upgrade roles based on demonstrated business need**
3. **Regular review of role appropriateness** (quarterly)
4. **Clear escalation path** for permission requests
5. **Document role assignments** and business justifications

#### Quick Reference

### Role Capability Summary

| Feature | Viewer | User | Template Admin | Team Admin |
| --- | --- | --- | --- | --- |
| **View Content** | ✅ | ✅ | ✅ | ✅ |
| **Comment/Feedback** | ✅ | ✅ | ✅ | ✅ |
| **Create Projects** | ❌ | ✅ | ✅ | ✅ |
| **Personal Templates** | ❌ | ✅ | ✅ | ✅ |
| **Brand Templates** | ❌ | ❌ | ✅ | ✅ |
| **Brand Assets** | ❌ | ❌ | ✅ | ✅ |
| **User Groups** | ❌ | ❌ | Limited | ✅ |
| **User Management** | ❌ | ❌ | ❌ | ✅ |
| **Account Settings** | ❌ | ❌ | ❌ | ✅ |
| **Billing/Security** | ❌ | ❌ | ❌ | ✅ |

### Quick Role Selection

**Need to review content only?** → **Viewer**  
**Need to create marketing materials?** → **User**  
**Need to manage brand templates?** → **Template Admin**  
**Need to manage the entire account?** → **Team Admin**

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