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In your workspace, each user is assigned two key attributes that determine what they can do and what data they can access:

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Summary of Roles & Permissions

  • Role: Controls editing, publishing, and management capabilities.
    • Admin: Full editing and publishing access.
    • Publisher: Can save and push Embeddables live.
    • Editor: Can save Embeddables, but cannot push them live.
  • Data Access Level: Controls what end-user data the person can see.
    • Data Privacy Officer: Full access to all end-user data.
    • Full Data Access: Can access all end-user data, including personally identifiable information (PII/PHI).
    • Anonymized Data Access: Can only access anonymized data - end-user’s personally identifiable + health info is hidden.

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How to change roles & permissions

You must be an Admin to change roles & permissions.
To change a user’s Role or Data Access Level:
  1. Navigate to the Settings page in the sidebar.
  2. Select the Team tab.
  3. Find the user you want to update in the table.
  4. Use the dropdowns to change the user’s Role and Data Access Level.

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Full Guide to Roles & Permissions

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1. Roles

Roles define what actions a user can take within the system. There are three main roles:

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Admin

  • Full editing and publishing access.
  • Can manage other users’ roles and data access permissions.
  • Recommended for team leads or those responsible for overall workspace management.

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Publisher

  • Can save and push Embeddables live.
  • Cannot manage other users.
  • Suitable for users who need to publish changes but do not require admin privileges.

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Editor

  • Can save Embeddables, but cannot push them live.
  • Ideal for content creators or team members who prepare changes for review.

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2. Data Access Levels

Data Access Levels determine what kind of end-user data a person can view. There are three levels:

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Data Privacy Officer

  • Full access to all end-user data.
  • Responsible for defining which fields contain sensitive information.
  • There should be only one person with this role—this person sets the rules for the rest of your team.

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Full Data Access

  • Can access all end-user data, including personally identifiable information (PII/PHI).
  • Assign to team members who need the full set of customer data to do their job.

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Anonymized Data Access

  • Can only access anonymized data—personally identifiable information about end-users is hidden.
  • This is the safest form of access and is recommended for most users.

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Best Practices

  • Assign the Data Privacy Officer role to a single, trusted team member who understands privacy requirements.
  • Use Anonymized Data Access for most users to minimize risk and exposure to sensitive data.
  • Only grant Full Data Access to those who absolutely need it for their work.
  • Regularly review user roles and data access levels to ensure they are up to date and appropriate for each team member’s responsibilities.
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