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 email
2. Reviews content and design for approval
3. Leaves specific feedback via comments
4. Approves content or requests specific changes
5. 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 library
2. Selects appropriate template for campaign
3. Customizes content using smart fields
4. Adds campaign-specific images and text
5. Shares draft for team review
6. Incorporates feedback and revisions
7. 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 type
2. Designs template following brand guidelines
3. Configures smart fields for easy customization
4. Sets appropriate locks to protect design integrity
5. Tests template with sample content
6. Assigns to appropriate user groups
7. Monitors usage and collects feedback
8. 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

Account Admin Role

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

Who Should Be an Account 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

Account Admin Workflow Example

1. Plans user role structure for organization
2. Configures SSO integration with company identity provider
3. Sets up user groups aligned with business structure
4. Monitors platform adoption and usage metrics
5. Manages subscription and billing requirements
6. Ensures compliance with security policies
7. 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 → Account 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 → Account Admin
   • Limited (groups only) → Template Admin
   • No → User or Viewer
4. Do they need system-level access?
   • Full administrative access → Account Admin
   • Brand/template management → Template Admin
   • Content creation only → User
   • Review only → Viewer

Role Assignment Matrix

Common Role Assignment Mistakes

Over-Permissioning (Security Risk)

Mistake: Giving Account 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

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? → Account Admin