Commonplace is designed to give you full control over the access your team members have to a project. Using the Project Centre, you can view at a glance all of your projects and who has access to them - these access levels can then be easily changed as and when you need to.
Your IT, data or cybersecurity colleagues may refer to the topics mentioned in this article as access control privileges or access control policy.
There are seven different user roles on Commonplace, each with differing levels of access and permission. The type of user role a person has controls what level of access they have on the project when it comes to things like:
editing content
creating and sending news posts
viewing and downloading data
adding, editing or removing other users
Lead admins can build and edit their website, add and remove admin access for other users, control data and communications, and make changes to project settings and branding elements.
Admins can build and edit their website, add (but not remove) admin access for other users, control data and communications, and make changes to project settings and branding elements.
Communications managers are responsible for publishing news, creating and managing content for report generation purposes (e.g. closing the loop report), changing branding elements, and grouping and emailing respondents and contributions.
Data analysts have access to the dashboard and can explore or export the data. Data analysts can’t access edit mode, create projects nor manage their settings.
Surveyors are responsible for logging survey answers but do not have permission to edit, create, delete content, send communications, or manage other user roles.
Testers can be invited to ensure the functionality and user experience of a website before launch, without the permission to access the dashboard, manage user roles, create/edit/delete content and pages, or change branding elements.
This is a different type of user role, created specifically for individuals who you want to invite to take part in your consultation as members of a closed audience. For further information on this see Commonplace Select: Invite only engagements.
First, access the Project Centre - from the drop down menu on the top right hand side of the page, select 'Project centre'
Select the 'People' icon in the left hand navigation bar
This will display a list of your projects - click the down arrow on the right hand side of the project to reveal the list of users
Click 'add new team member'
In the search bar, type in the name of the person you want to add - if they're already a user on one of your projects, their name will appear in the search results. Otherwise, click 'Can't find this person? Create a new team member'
In the pop-up window, select the project(s) you would like this person to have access to - then enter the user's first name, last name, their email address and the role you would like them to have
You can add multiple users at the same time using the 'Add more' button - if you change your mind, you can click the 'x' next to each row to delete the user
Click 'send invite' - your user will receive an email containing their unique invite link.
First, access the Project Centre - from the drop down menu on the top right hand side of the page, select 'Project centre'
Select the 'People' icon in the left hand navigation bar
This will display a list of your projects - click the down arrow on the right hand side of the project to reveal the list of users
Next to a user, click the 'three dots' action menu and then select the 'edit' button
You can now edit their role - click 'save' to save your changes, or click 'x' to cancel.
First, access the Project Centre - from the drop down menu on the top right hand side of the page, select 'Project centre'
Select the 'People' icon in the left hand navigation bar
This will display a list of your projects - click the down arrow on the right hand side of the project to reveal the list of users
Next to a user, click the 'three dots' action menu and then select the 'delete' button
They will be deleted from this project.
When a user added, they will have seven days to accept their invite - for security reasons, after this time period the invite will expire. Users who have not yet accepted their invites are highlighted in red. You can re-send their invites using the following steps:
First, access the Project Centre - from the drop down menu on the top right hand side of the page, select 'Project centre'
Select the 'People' icon in the left hand navigation bar
This will display a list of your projects - click the down arrow on the right hand side of the project to reveal the list of users
Next to a user, click the 'three dots' action menu and then select the 'resend' button.
No - each person working on a project gets their own account, and these should not be shared. Additionally, the invite emails should not be forwarded.
Still unsure about anything? There's lots more information here on the Commonplace Help Centre - alternatively, contact the support team and we'll be happy to help 👋
