User management
Manage users and control account access.
Overview
User management in UbiQuity allows you to control who has access to your account and what they can do within the platform.
You can create users, assign permissions, and manage access levels to ensure the right people have the right level of control — whether they’re building campaigns, managing data, or administering the platform.
Note: Only users with Super User access can manage users and permissions.
Managing users
User management is available within your Users section in account settings, where Super Users can view and manage all users associated with your organisation.
From here, you can:
View all active users
Add new users
Edit existing users
Deactivate users who no longer require access
Adding a new user
To create a new user:
Navigate to the account you wish to add them to
Go to the Users section in your account settings
Select Create New User
Enter the user’s details (e.g. name, email address, mobile)
Assign the appropriate permissions
Create the user
The user will then be sent an email with first-time login instructions. This will enable them to access UbiQuity based on the permissions assigned. If you have enabled two-factor authentication, they will need their mobile phone to log in.
Accounts are structured in folders. If the user already has a login to the parent account then you can copy a user from a parent account. The user can then access multiple UbiQuity accounts with a single email address and password.
If the user was created in a child account and you need them to have access to other accounts that are not under that child account then you'll need to delete the user and create them in the parent account. Once they are in the parent they can be added to as many child accounts as needed.
Permissions are set for each user individually for each account they have access to.
Editing users
You can update a user’s details or permissions at any time. This includes:
Email Address
Used for logging into UbiQuity and must be unique for each UbiQuity user. This is the email address that we will email if the user needs to reset their password and also the email address that email previews will default to sending to.
First Name
Used in various locations through UbiQuity such as in the top right corner to tell you who you're currently logged in as.
Last Name
Used in various locations through UbiQuity such as in the top right corner to tell you who you're currently logged in as.
Mobile Number
Used for Two Factor Authentication which adds extra security when logging into UbiQuity. If you change your mobile number then UbiQuity may send you a new code next time you log in.
Home Account
The account that you will be automatically logged into when logging into UbiQuity. It's a good idea to set this to the account you use most often.
Changes take effect immediately.
Deactivating users
When a user no longer requires access, they should be deactivated rather than deleted.
Deactivating a user:
Removes their access to the platform
Preserves historical activity and audit data
Helps maintain security and compliance
Permissions and access control
Permissions define what each user can see and do within UbiQuity.
These may include access to:
Campaign creation and sending
Data and database management
Forms, surveys, and events
Reporting and analytics
Administrative settings
You can assign permissions based on each user’s role within your organisation. The full list of available permissions are below.
Database Permissions
Database administrator
Full database control
Create, edit and delete database fields
Create, edit and delete database fields
Configure database for sending email
View contacts
View contacts and history
View transactional data
Download contacts
Manage database filters
Users without this permission can still view contacts when previewing email templates, surveys and events
Add and edit contacts
Requires view contacts permission
Add and edit contacts
Bulk update contacts
Segment contacts
Import contacts
Add and edit transactional data
Bulk update transactional data
Import transactional data
Delete contacts
Requires view contacts permission
Delete contacts
Bulk delete contacts
Forms Permissions
Form administrator
Full forms control including:
Create, edit and delete forms
View form reports
Create, edit and delete form triggered emails
View form triggered email reports
Insert form links throughout UbiQuity
Insert form links via the UbiQuity link selector dialog which allows form links to be inserted into email templates, surveys, other forms, events and TXTs
Emails Permissions
Email administrator
Full email control
Create, edit and delete mailouts and view reports
Create, edit and delete mailouts
View reports
Send mailouts
Requires create mailouts permission
Send mailouts
Create, edit and delete automated mailouts and view reports
Create, edit and delete automated mailouts
View reports
Send automated mailouts
Requires create automated mailouts permission
Activate and deactivate automated mailouts
Manually run automated mailouts using run now button
Create, edit and delete email templates
Create, edit and delete email templates
Surveys Permissions
Survey administrator
Full survey control plus:
Delete survey responses
Create, edit and delete surveys and triggered emails
Create, edit and delete surveys
Edit survey settings
Create, edit and delete survey triggered emails
View survey triggered email reports
Share survey to social
Activate and deactivate surveys
Requires create survey permission
Activate and deactivate surveys
View and download responses and create, edit and delete reports
View and download responses
Edit responses
Respond to survey as a database contact
Create, edit and delete survey reports
Insert survey links throughout UbiQuity
Insert survey links via the UbiQuity link selector dialog which allows survey links to be inserted into email templates, other surveys, forms, events and TXTs
Events Permissions
Create, edit and delete events and triggered emails
Create, edit and delete events
Edit event settings
Create, edit and delete event triggered emails
View event triggered email reports
Share event to social
Activate and deactivate events
Requires create event permission
Activate and deactivate events
View and download registrations, and view reports
View and download registrations
Edit registrations and change registration statuses
Register for your event as a database contact
View and edit event report
Insert event links throughout UbiQuity
Insert event links via the UbiQuity link selector dialog which allows rvent links to be inserted into email templates, surveys, forms, other events and TXTs
TXT Programmes Permissions
TXT administrator
Full TXT control
Create, edit, archive and delete programmes
Create, edit, archive and delete programmes
Activate and deactivate programmes
Requires create programme permission
Activate and deactivate programmes
Create, edit and delete TXT outs and view reports
Create, edit and delete TXT outs
View and edit TXT out reports
Send TXT outs
Requires create TXT out permission
Send TXT outs
Create, edit and delete automated TXT outs and view reports
Create, edit and delete automated TXT outs
View and edit automated TXT out reports
Send automated TXT outs
Requires create automated TXT out permission
Activate and deactivate automated TXT outs
Manually run automated TXT outs using run now button
View programme messages and reports
View programme messages and reports
View inbound and outbound TXT messages
Push Permissions
Create, edit and delete apps
Create, edit and delete apps
View devices
View devices and extract them via the API
Create, edit and delete notifications
Create, edit and delete notifications
Send notifications
Requires create notification permission
Send notifications
Create, edit and delete automated notifications
Create, edit and delete automated notifications
Send automated notifications
Requires create automated notification permission
Activate and deactivate automated notifications
Manually run automated notifications using run now button
Create, edit and delete notification templates
Create, edit and delete notification templates
Campaigns Permissions
Campaign administrator
Full Campaign control, including:
Create, edit and delete campaigns
Layouts Permissions
Layout administrator
Full Layout control, including:
Create, edit and delete layouts
Social Permissions
Social administrator
Full Social control, including:
Create, edit and delete custom audiences
Super Users
Super Users have elevated access and are responsible for managing users and permissions within your account.
They can:
Create and manage users
Assign and update permissions
Control access to key areas of the platform
Create API keys for developers to use
Best practice: Ensure you have at least one, and ideally a small number of trusted Super Users within your organisation.
Best practices
To keep your account secure and well managed:
Limit Super User access Only assign Super User permissions to trusted users who require it
Use named user accounts Avoid shared logins to maintain accountability
Review access regularly Periodically check that users and permissions are still appropriate
Deactivate unused accounts Remove access promptly when users leave or no longer need access
Security considerations
User access is a key part of your overall platform security.
Ensure that:
Strong passwords are used
Two-factor authentication (2FA) is enabled if your account does not have SSO enabled
Access is granted on a least-privilege basis
Need help?
If you need help managing users or understanding permissions, contact your UbiQuity consultant or support team.
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