The risk of passing around one password
In small companies, it is common to run social media by sharing the passwords among the people in charge. It is easy, but it comes with problems: you can't tell afterward who posted something, a person who left can still log in, and changing the password means telling everyone again.
With SNS TOWN you don't have to hand out your social media passwords. Social accounts are connected through each network's official permission (OAuth), and each member logs in to SNS TOWN with their own email address. Remove a member and they can no longer open the company's screens right away. The thinking behind preventing takeovers is explained in Protecting Your Official Accounts from Takeover.
Three roles
Each member is given one of these three roles.
| Role | What they can do |
|---|---|
| Admin | Everything. Also invite members and change roles, change company settings, security settings and the company's Slack settings |
| Editor | Posts, assets and social accounts. Cannot touch members or settings |
| Viewer | View only. Can change only which account they view and how they receive their own notifications |
The restrictions don't just hide buttons; the server stops them too. If a viewer tries to operate directly, they are refused with "Can't be changed with the viewer role."
As a guide for choosing roles, it works well to make admins the people who set social media rules or are involved with money, editors the people who create daily posts, and viewers the supervisors or outside parties who want to follow progress. How to write operating rules is in How to Write Social Media Policies and Guidelines.
Limit who can approve
In the initial settings, both admins and editors can approve drafts, post now, and send replies. If you change "Who can approve, publish now and send replies" in the company settings to "Admins only," editors can only create and edit drafts, and the final decision to publish is made by an admin.
This setting is useful when you hand posting to a new person in charge, or have an outside person write drafts. The approval flow itself is explained in The Approval Flow, and how to decide the approval steps in Building an Approval Workflow.
How to invite
Admins invite members from "Members" under "Manage." Enter the invitee's email address and role and press "Invitation," and an invitation email goes to that person. The link is valid for 7 days, and the person joins by registering or logging in with that email address.
If the email couldn't be sent, the invitation URL is shown on screen, so hand it to the person directly. Invitations still within their deadline are listed under "Pending invites" and can be canceled. Detailed steps are in Inviting Members.
You can change a role later from the list. To remove a member, press "Remove." You can't make a change that leaves no admins, so to remove the last admin or change them to editor, first make someone else an admin.
Each plan has a limit on the number of people who can open the screens. You can check the limit on the pricing page.
Who did what
At the bottom of the Members screen, the "Activity log" lists the newest 100 actions. Actions are recorded in plain words, such as "Approved a post," "Posted now," "Edited the company profile," and "Invited a member." The date and time and the email address of the person who acted are listed too.
When an unexpected post goes out, or settings have changed without anyone noticing, start here to trace what happened. Actions that only affect the person themselves, such as switching which account they view or rearranging Home panels, are not recorded.
Across multiple companies and brands
Roles are set per company or brand. The same person can be an admin at their main company and an editor at a brand they help with. How to split companies and brands is explained in Keeping Companies and Brands Separate.
Depending on the company or brand, you can also require two-step verification for all members. A person who hasn't set it up is guided to the account screen when they try to open that company. For details, see Two-Step Verification and Login Protection.
Frequently asked questions
The person I invited says the email hasn't arrived
Ask them to check their spam folder. If they still can't find it, cancel the invitation and invite them again, or give them the invitation URL shown on screen directly. The link is valid for 7 days.
Can they join with a different email address from the one I invited?
No. The person registers or logs in with the email address that was invited. To have them join with another address, invite that address again.
Can I let an editor handle inviting members?
No. Inviting members and changing roles are admin-only actions. If you want to delegate it, make that person an admin.
What do we do when an admin leaves the company?
First make someone else an admin, then remove the person who is leaving. A change that leaves no admins isn't allowed.
Can viewers receive notifications too?
Yes. Viewers can change how they receive their own notifications and their browser notifications. A supervisor who needs to know about pending approvals and failed posts can join as a viewer and receive notifications.
Does the activity log remain for a member who was removed?
Yes. The "Activity log" keeps listing the email address and actions from when that person acted, even after they are removed.
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