User Roles and Permissions

How to get there: Go to Settings → Users. Manage individual user roles from Users in the sidebar.

Learn about the different user roles in ProductLift, what permissions each role has, and how to manage team member access to ensure secure and appropriate access control for your feedback portal.

User Roles Overview

ProductLift has four primary user roles, each with different levels of access and capabilities:

1. Admin - Full control over portal
2. Member - Team member with most admin capabilities except sensitive settings
3. User - Registered portal user (customer)
4. Guest - Anonymous visitor (not logged in)

Each role is designed for specific use cases and provides appropriate access levels for that purpose.

[Screenshot: User roles hierarchy diagram showing Admin at top, then Member, User, and Guest with decreasing permission levels]

Role Details

Admin Role

Purpose: Portal owners and administrators with full control.

Who Should Be Admin:

  • Product managers
  • Portal owners
  • Team leads requiring full access
  • IT administrators

Key Capabilities:

Content Management:

  • Create, edit, delete any post
  • Moderate all content
  • Merge and split posts
  • Bulk operations on all posts
  • Import/export data

Configuration:

  • Change portal settings
  • Manage billing and subscription
  • Configure integrations
  • Customize branding and design
  • Manage email templates
  • Configure AI features

User Management:

  • Invite and remove team members
  • Assign roles (make others admins/members)
  • View all users
  • Manage user segments
  • Delete user accounts

Analytics:

  • Access all analytics
  • Export all data
  • View funnel analytics
  • Access user segments analysis

Internal Features:

  • Access admin-only boards
  • View internal comments
  • Manage internal workflows

[Screenshot: Admin permissions checklist showing all capabilities checked]

Limitations:

Admins have no restrictions within ProductLift.

Member Role

Purpose: Team members who manage feedback but don't need full administrative access.

Who Should Be Member:

  • Product team members
  • Engineers
  • Designers
  • Customer success managers
  • Support team members

Key Capabilities:

Content Management:

  • Create, edit, delete posts (own posts or assigned)
  • Moderate content
  • Merge and split posts
  • Bulk operations
  • Comment on posts (including internal comments)

Limited Configuration:

  • Cannot change billing
  • Cannot delete portal
  • Cannot remove admins
  • Cannot change critical settings

User Interaction:

  • Assign posts to team members
  • Respond to customer comments
  • Manage own profile

Analytics:

  • View analytics dashboards
  • Export data
  • View segments

Internal Features:

  • Access member-level boards
  • View internal comments
  • Create internal posts

[Screenshot: Member permissions checklist showing most capabilities checked except sensitive settings]

Limitations:

Members CANNOT:

  • Change billing or subscription
  • Delete the portal
  • Remove admin users
  • Configure integrations (API keys, webhooks)
  • Change portal domain or critical settings
  • Access billing information

Why These Limitations:

Protects against:

  • Accidental portal deletion
  • Billing changes without authorization
  • Security configuration changes
  • Critical setting modifications

User Role

Purpose: Registered portal users (customers, community members).

Who Has User Role:

  • Customers who signed up
  • Community members
  • External stakeholders
  • Any registered visitor

Key Capabilities:

Content Interaction:

  • Create posts (if allowed by settings)
  • Vote on posts
  • Comment on posts
  • Follow posts for updates
  • Edit own posts
  • Delete own posts

Profile Management:

  • Update profile information
  • Upload avatar
  • Configure notification preferences
  • View own activity history

Visibility:

  • View public boards
  • View boards assigned to their user groups
  • Cannot see admin/member-only content

[Screenshot: User permissions checklist showing limited capabilities focused on content interaction]

Limitations:

Users CANNOT:

  • Access admin interface
  • Moderate content
  • View internal comments
  • Assign posts
  • Change statuses (except their own posts in some configurations)
  • Access analytics
  • Bulk operations
  • Export data
  • See other users' contact information

Customizable Permissions:

Portal admins can configure:

  • Can users create posts? (Yes/No)
  • Can users edit own posts? (Yes/No)
  • Can users delete own posts? (Yes/No)
  • Can users comment? (Yes/No)
  • Can users vote? (Yes/No)

These permissions are configured per-board in Settings → Boards.

Guest Role

Purpose: Anonymous visitors to public portal.

Who Is Guest:

  • Anyone not logged in
  • First-time visitors
  • Prospective customers

Key Capabilities:

View-Only (Default):

  • View public posts
  • View public boards
  • View comments
  • Browse categories and filters

Limited Interaction (If Enabled):

  • Some portals allow guests to:
    • Vote on posts (tracked by cookie)
    • Submit posts (becomes registered user)
    • Comment (with email verification)

[Screenshot: Guest permissions showing view-only access with optional interaction capabilities]

Limitations:

Guests CANNOT:

  • Edit any content
  • Access admin features
  • View private boards
  • Follow posts
  • See internal content
  • Access profiles
  • View analytics

Security:

  • Rate limiting applied
  • Cannot spam posts/comments
  • Email verification required for interactions

Permission Comparison Table

Feature Admin Member User Guest
Content
Create posts ✅ ✅ ⚙️ Configurable ⚙️ Configurable
Edit any post ✅ ✅ ❌ ❌
Edit own posts ✅ ✅ ⚙️ Configurable ❌
Delete any post ✅ ✅ ❌ ❌
Moderate content ✅ ✅ ❌ ❌
Merge/split posts ✅ ✅ ❌ ❌
Bulk operations ✅ ✅ ❌ ❌
Vote on posts ✅ ✅ ✅ ⚙️ Configurable
Comment on posts ✅ ✅ ✅ ⚙️ Configurable
Internal comments ✅ ✅ ❌ ❌
Management
Assign posts ✅ ✅ ❌ ❌
Change status ✅ ✅ ❌ ❌
Manage categories ✅ ✅ ❌ ❌
Import/export ✅ ✅ ❌ ❌
Settings
Portal settings ✅ ❌ ❌ ❌
Billing ✅ ❌ ❌ ❌
Integrations ✅ ❌ ❌ ❌
Branding ✅ ⚙️ Limited ❌ ❌
Email templates ✅ ⚙️ View only ❌ ❌
Users
Invite team members ✅ ❌ ❌ ❌
Assign roles ✅ ❌ ❌ ❌
Remove users ✅ ⚙️ Regular users only ❌ ❌
View user list ✅ ✅ ❌ ❌
Manage user groups ✅ ✅ ❌ ❌
Analytics
View analytics ✅ ✅ ❌ ❌
Export data ✅ ✅ ❌ ❌
Funnel analytics ✅ ✅ ❌ ❌
User segments ✅ ✅ ❌ ❌

✅ = Full Access | ⚙️ = Configurable or Limited | ❌ = No Access

[Screenshot: Detailed permissions comparison table with visual checkmarks and icons]

Managing Team Members

Inviting Team Members

Add Admin or Member:

  1. Go to Settings → Users
  2. Click "Invite Team Member"
  3. Enter email address
  4. Select role: Admin or Member
  5. Add optional welcome message
  6. Click "Send Invitation"

Invitee receives email with signup link.

[Screenshot: Team invitation dialog showing email input, role selector dropdown (Admin/Member), and optional message field]

Bulk Invitations:

Invite multiple team members:

  • Enter emails (comma-separated or one per line)
  • Select role for all
  • Send bulk invitation
  • Each receives individual invite email

Changing User Roles

Promote User to Member:

If customer should join team:

  1. Go to Settings → Users
  2. Find user in list
  3. Click "..." menu
  4. Select "Change Role"
  5. Choose "Member" or "Admin"
  6. Confirm change

User immediately gains team access.

[Screenshot: User list with context menu showing "Change Role" option and role selector]

Demote Member to User:

If team member leaves:

  1. Find member in Team list
  2. Click "Change Role"
  3. Select "User"
  4. Confirm

They lose admin/member capabilities but retain user account.

Promote Member to Admin:

  1. Settings → Users
  2. Find member
  3. Click "Make Admin"
  4. Confirm

Removing Team Members

Remove Access:

Option 1: Remove from Team (Keep User Account)

  1. Settings → Users
  2. Find member
  3. Click "Remove from Team"
  4. Confirm

Result: User demoted to regular user role, account remains active.

Option 2: Delete Account Entirely

  1. Settings → Users
  2. Find user
  3. Click "Delete Account"
  4. Confirm deletion

Result: Account deleted, all data removed.

Best Practice: Remove from team instead of deleting (preserves their contributions).

[Screenshot: Team member list with "Remove from Team" and "Delete Account" options in context menu]

Team Member List

View Team:

Settings → Users shows:

  • Team member name and avatar
  • Email address
  • Role (Admin or Member)
  • Date added
  • Last active date
  • Posts assigned count
  • Quick actions

Quick Actions:

  • Change role
  • Remove from team
  • View profile
  • See assigned posts

[Screenshot: Team members table showing columns for name, email, role, date added, last active, with action buttons]

Configuring User Permissions

Public vs. Private Portal

Portal Visibility Setting:

Settings → General → Portal Visibility

Options:

Public Portal (Default):

  • Guests can view content
  • Registration optional for viewing
  • Users must register to interact (vote, comment, create)
  • Good for product feedback collection

Private Portal:

  • Login required to view anything
  • No guest access
  • All visitors must be registered users
  • Good for internal tools or private communities

Members Only:

  • Only users who have accounts can access
  • No public signup (admin must invite)
  • Good for customer-only portals

[Screenshot: Portal visibility radio buttons showing three options with descriptions]

Guest Capabilities

Configure What Guests Can Do:

These options are configured per-board in Settings → Boards.

Options:

  • ☑ Allow guests to view posts (default)
  • ☐ Allow guests to vote (tracked by cookie)
  • ☐ Allow guests to comment (requires email verification)
  • ☐ Allow guests to create posts (becomes registered user)

Recommendation: Allow viewing only, require registration for interaction.

[Screenshot: Guest capabilities settings with checkboxes for each option]

User Capabilities

Configure What Registered Users Can Do:

These permissions are configured per-board in Settings → Boards.

Options:

  • ☑ Allow users to create posts (default: Yes)
  • ☑ Allow users to edit own posts (default: Yes)
  • ☑ Allow users to delete own posts (default: Yes)
  • ☑ Allow users to comment (default: Yes)
  • ☑ Allow users to vote (default: Yes)
  • ☐ Require admin approval for new posts (moderation)

Use Cases:

Open Community:

  • All user capabilities enabled
  • Encourage participation

Controlled Community:

  • Limit post creation
  • Require approval
  • Reduce noise

View-Only Community:

  • Only admins create posts
  • Users can vote and comment
  • Curated content

[Screenshot: User capabilities settings panel with checkboxes and descriptions for each option]

Per-Board Permissions

Board-Level Access Control:

Each board can have its own permissions:

Settings → Boards → [Select Board] → Permissions

Board Visibility Options:

  • Public: Anyone can view (including guests)
  • Registered Users: Login required
  • Members Only: Team members only
  • Admin Only: Admins only
  • Specific User Groups: Selected groups only

Board Interaction Options:

For each board:

  • Who can create posts
  • Who can vote
  • Who can comment
  • Who can follow

Example Configurations:

Public Feedback Board:

  • Visibility: Public
  • Post creation: Registered users
  • Voting: Everyone (including guests)
  • Comments: Registered users

Internal Roadmap Board:

  • Visibility: Admin only
  • Post creation: Admins only
  • Voting: No voting
  • Comments: Team members

[Screenshot: Board permissions configuration showing visibility dropdown and capability checkboxes]

Advanced Permission Scenarios

Scenario 1: Customer Success Team

Requirements:

  • View all feedback
  • Respond to comments
  • Cannot change settings
  • Cannot delete portal

Solution:

  • Role: Member
  • Permissions include: comment, assign posts, view analytics
  • Permissions exclude: settings changes, billing, integrations

Scenario 2: Engineering Team

Requirements:

  • View roadmap posts
  • Update post status
  • Comment on posts
  • View technical details

Solution:

  • Role: Member
  • Access to roadmap board
  • Can change status
  • Can add technical comments (internal)

Scenario 3: Beta Tester Group

Requirements:

  • Access to beta features board
  • Cannot access all other content
  • Can vote and comment

Solution:

  • Role: User
  • Assigned to "Beta Testers" user group
  • Beta board: Visible to "Beta Testers" group only
  • Other boards: Not visible to this group

See User Groups and Management for group-based permissions.

Scenario 4: External Consultant

Requirements:

  • View specific posts
  • Comment on assigned posts
  • No access to settings or other posts

Solution:

  • Role: User
  • Posts shared individually (link)
  • No board access
  • Can comment on shared posts only

Best Practices

Assign Roles Appropriately

Guidelines:

Make Admin:

  • Product managers
  • Portal owners
  • 2-3 key decision makers

Make Member:

  • Engineering team
  • Design team
  • Customer success
  • Support team
  • Anyone managing feedback day-to-day

Keep as User:

  • Customers
  • Community members
  • External stakeholders
  • Consultants (usually)

Principle of Least Privilege: Give users minimum access needed for their role.

Regular Permission Audits

Quarterly Review:

Every 3 months:

  1. Review team member list
  2. Remove inactive team members
  3. Verify roles still appropriate
  4. Check if ex-employees still have access
  5. Audit user group memberships

Offboarding Checklist:

When team member leaves:

  • Remove from team immediately
  • Transfer assigned posts to others
  • Update internal documentation
  • Revoke API keys if issued

Communicate Permission Changes

When Changing Permissions:

  • Notify affected users
  • Explain reason for change
  • Provide documentation
  • Offer training if needed

Example Email:

"Hi Sarah, we've updated your role to Member. You now have access to moderate posts and view analytics. Let me know if you have questions!"

Document Your Permission Strategy

Create Internal Guide:

Document for your team:

  • Who should be admin vs. member
  • Approval process for new team members
  • Onboarding/offboarding procedures
  • Escalation if permission issue
  • Contact for permission requests

Security Considerations

Protect Admin Access

Best Practices:

  • Limit number of admins (2-5 recommended)
  • Use strong passwords
  • Enable two-factor authentication (if available)
  • Don't share admin credentials
  • Review admin activity logs

API Key Management

Admins Only:

  • Only admins can generate API keys
  • API keys have full admin access
  • Treat like passwords
  • Rotate regularly
  • Revoke when no longer needed

Settings → API & Webhooks

Audit Logs

Track Permission Changes:

Permission changes are tracked internally. Review your team member list regularly in Settings → Users to ensure roles are appropriate.

Troubleshooting

Issue: User Can't See Expected Content

Solution:

  • Check user's role (User vs. Member)
  • Check board visibility settings
  • Verify user group membership
  • Check if posts are in status visible on that board
  • Confirm user is logged in

Issue: Team Member Has Too Much Access

Solution:

  • Change from Admin to Member role
  • Review specific permissions granted
  • Consider user group restrictions
  • Audit what they've accessed (logs)

Issue: Can't Change Another User's Role

Solution:

  • Only admins can change roles
  • Cannot change role of portal owner
  • Check if you're admin yourself
  • Contact portal owner if needed

Issue: Removed Team Member Still Has Access

Solution:

  • Verify removal completed (check team list)
  • User may still have User account (intentional)
  • To fully remove: Delete user account (Settings → Users)
  • Clear browser cache
  • Check if logged in with different account

Issue: Guest Can Do Too Much

Solution:

  • Review guest capabilities in board settings (Settings → Boards)
  • Disable guest voting/commenting if needed
  • Consider making portal private (login required)
  • Enable moderation for guest submissions

Access Control:

Team Management:

Security:

Setup: