Give internal team members limited access

How to get there: Go to Users in the top-level sidebar (/admin/userlist) to invite users and change their role. For board-level access rules, go to Settings → Boards.

Learn how to let internal team members (support, sales, account managers) see customer feedback in ProductLift without giving them admin control over the portal.

What "limited access" actually means in ProductLift

ProductLift has two roles: Admin and Member. There is no separate "team member with view-only admin features" tier. If someone should not be able to change portal settings, moderate posts, or view analytics, they need to be a Member (which is the regular signed-in user role, the same role a customer gets).

So "give internal team limited access" means:

  1. Invite them as Members, and
  2. Use board access levels and user groups to control which boards they can see.

There is no per-Admin seat license. All plans allow unlimited Admins and Members. Making someone an Admin does not increase your bill.

If you were expecting a "read-only admin" or "moderator" role that sits between Admin and Member, that role does not exist today. If that matters to your workflow, please tell us so we can prioritize it.

Two access levels, applied per board

Every board has an Access Level setting under Settings → Boards → [board]:

Access Level Who sees this board
Public Everyone, including logged-out visitors
Members and Admins Any signed-in user (Members and Admins)
Admins only Only Admins
Specific Groups Admins plus users belonging to any of the selected groups

Combine that with your two roles and you have the whole access model:

  • Want everyone to see it? Public.
  • Want only signed-in users (customers + internal) to see it? Members and Admins (and make the portal private if you don't want random signups).
  • Want only your internal team to see it? Specific Groups, scoped to an "Internal Team" group.
  • Want only your admins to see it? Admins only.

Setup A: Everyone signed in sees everything

Best when your entire portal is internal (an internal HR tool, an internal ideas board).

  1. Go to Settings → Security & Privacy.
  2. Enable Make Private. Now logged-out visitors cannot see anything.
  3. Invite your team from Users → Add User. Leave the role as Member. Make anyone who should manage content Admin.
  4. Leave your boards at Members and Admins access level.

Result: only signed-in users see the portal. Members can view, vote, comment, create posts. Admins can also moderate, change statuses, edit settings.

Setup B: Public customer portal plus an internal-only board

Best when you already have a public feedback portal and want to add a board only your internal team can see.

  1. Create a group at Settings → User Groups: "Internal Team".
  2. Add your internal users to the group. (Go to Users → click the user → edit the Groups row → add "Internal Team" → save.)
  3. Go to Settings → Boards and either add a new board or open an existing one.
  4. Set Access Level to Specific Groups and pick "Internal Team".
  5. Save.

Result: customers can still use your public boards. Only users in the Internal Team group (plus Admins) see the internal board.

Setup C: Only Admins see specific boards

Best for internal planning boards you don't want any Members to see.

  1. Go to Settings → Boards → open the board.
  2. Set Access Level to Admins only.
  3. Save.

Only Admins see it. Members (customers, internal team as Members) do not.

Common use cases

Support team

Give them Member accounts. Use Setup B with an "Internal Team" group and a support-oriented board they can watch.

Sales team

Same: Member accounts, add them to an "Internal Team" (or "Sales") group, expose a scoped board that shows relevant boards/statuses.

Account managers

Same. If you want each account manager to see feedback from just their customers, create a group per customer segment, add both the account manager and their customers to that group, and scope a board to that group.

External consultants / contractors

Member accounts, add them to a "Contractors" group, scope only what they need. When the engagement ends, remove them from Users or from the group.

What internal Members can and cannot do

Once someone is a Member and they can see a board, their capabilities on that board are controlled by two board-level toggles under Settings → Boards → [board] → Posts → Interactions:

  • Enable Voting: allows voting on posts on this board.
  • Allow Comments: allows commenting on posts on this board.

Additionally, whether visitors can create posts is controlled at the board level (post form behavior) and at the portal level (Settings → Boards → Portal Posting for anonymous submitters).

What Members can never do:

  • Change statuses
  • Assign posts
  • Create internal (admin-only) comments
  • See analytics or moderation views
  • Change portal settings

If they need any of the above, make them an Admin.

Making the portal signed-in-only

If your goal is "only my organization can even reach the portal":

  1. Settings → Security & Privacy → Make Private. This blocks all logged-out access.
  2. Then decide how internal people get accounts:

Troubleshooting

Internal user can't see a board

  • Confirm they are signed in.
  • Check the board's Access Level. If it's Specific Groups, confirm the user is in one of the listed groups: Users → click the user → Groups row.
  • If the board is Admins only and you want them to see it, either change the board to a lower access level or make the user an Admin.

Too many people can see an "internal" board

  • The board is probably set to Members and Admins, which is "any signed-in user, including your customers". Change to Specific Groups and scope to an "Internal Team" group.

A customer is seeing internal content

  • Check the customer isn't in an internal group: Users → click the customer → Groups row.
  • Check that internal boards aren't set to Public or Members and Admins.

I want to give someone read-only "admin light" access

  • That role does not exist. Either they are a Member (customer-like) or an Admin (full control). Make them Admin if they need to manage anything, or a Member with access to the right boards if they only need to view/vote/comment.