What is the Roles and Permissions feature?

What are Roles and Permissions?

In Xeno, you can set certain Roles and Permissions for your team members. This means that you can choose who in your team can do what.

Xeno has 3 Default Roles:

• Owner

• Admin

• Team member

You can create any Role you want in addition to these 3 Default Roles. Default Roles have the "Default" indication next to them and are not editable or deletable.

If one of your custom Roles has all Permissions, it will automatically be considered an Admin and will have an "Admin" indication next to it in your Xeno Team Members page.

What types of Permissions are there?

There are 12 types of Permissions in Xeno and you can enable or disable access to each Permission, to make any role you want:

Regarding Conversations Permission, Contacts Permission, Meetings Permission, Auto-help Permission, Routing Permission, Analytics Permission, News Feed Permission, Auto-messages Permission, and Apps Permission, these define which pages you have access to in your Xeno account.

For instance, if you have Conversations Permission, you have access to the Conversations page in your Xeno account, and so on.

Team Management Permission

All team members have access to the Team Members page, however Team Management Permission gives you the ability to:

• Invite new team members

• Edit team member profiles

• Delete team members

• Edit Roles and Permissions

If you do not have Team Management Permission, the only thing you can edit in the Team section is your very own profile.

By default, only your Xeno Admins and your Owners have access to Team Management Permission.

Can I display my Roles or my Job positions to my Contacts?

In the Team Members page, you can also decide if you want Roles to be displayed to your Contacts through the chatbox. If you choose "Hidden" under "Edit Roles and Permissions", (on the left of each Role), the Role will not be displayed in the chatbox. If you choose "Displayed", the Role will be shown next to your public display name in the chatbox (your Contacts will be able to see if you are the CTO, the CEO, a Graphic Designer, etc.) This is a great way to give your Contacts more context and to ease the communication between your team members and your Contacts.

Note: You can either create new Roles from the "Edit Roles and Permissions" window, or you can create new Roles when you sign up to Xeno, and while inviting new members, just by writing the name of said Role instead of selecting an existing Role. (The Role will then have the same Permissions as a default Team Member Role and will be, by default, displayed in the chatbox).

Brand Management Permission

Thanks to Brand Management, you can create Brands or delete them from the Xeno top right-hand menu. Only the people who have Brand Management Permission can create, edit, or delete Brands. For those who do not have access, they will be able to navigate to different brands but won't be able to edit or delete existing Brands, nor create new ones. Having Brand Management Permission also gives you access to the Customize page and the Home Screen page.

Organization Management Permission

This gives you access to the Billing page (top right-hand menu) where you can take care of all of your subscription rights, enter your company details, enter your payment details, etc.

As a side note, each Xeno team member can arrange their own menus, from their personal profile page. They can choose which icons show up in their left-hand side menu. This is only related to the views, and not to the access to features.

How can I define who gets access to which brands?

If you have access to Team Management Permission and to Brand Management Permission, you can manage who has access to the different brands in your Xeno account.

If, for instance, you have 3 different brands with 3 different teams, you can separate these teams and brands, so that everybody sees what they're supposed to, and only what they're supposed to. With the right permissions, you can manage this directly from the team member's profile page. From this page, you can quickly define which brands this specific member should have access to.