# User management

### 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.

{% hint style="info" %}
**Note:** Only users with **Super User** access can manage users and permissions.
{% endhint %}

***

### 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.

![](/files/bdEAymxIHyg2JaLkA44w)

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:

<table data-header-hidden><thead><tr><th width="374"></th><th></th></tr></thead><tbody><tr><td>Email Address</td><td>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.</td></tr><tr><td>First Name</td><td>Used in various locations through UbiQuity such as in the top right corner to tell you who you're currently logged in as.</td></tr><tr><td>Last Name</td><td>Used in various locations through UbiQuity such as in the top right corner to tell you who you're currently logged in as.</td></tr><tr><td>Mobile Number</td><td>Used for <a href="https://resources.ubiquity.co.nz/home/using-engage/managing-ubiquity/users#two-factor-authentication">Two Factor Authentication</a> 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.</td></tr><tr><td>Home Account</td><td>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.</td></tr></tbody></table>

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 | <ul><li>Create, edit and delete database fields</li><li>Configure database for sending email</li></ul>                                                                                                                                                                         |
| View contacts                           | <ul><li>View contacts and history</li><li>View transactional data</li><li>Download contacts</li><li>Manage database filters</li></ul><p>Users without this permission can still view contacts when previewing email templates, surveys and events</p>                          |
| Add and edit contacts                   | <p>Requires view contacts permission</p><ul><li>Add and edit contacts</li><li>Bulk update contacts</li><li>Segment contacts</li><li>Import contacts</li><li>Add and edit transactional data</li><li>Bulk update transactional data</li><li>Import transactional data</li></ul> |
| Delete contacts                         | <p>Requires view contacts permission</p><ul><li>Delete contacts</li><li>Bulk delete contacts</li></ul>                                                                                                                                                                         |

#### **Forms Permissions**

| Form administrator                    | <p>Full forms control including:</p><ul><li>Create, edit and delete forms</li><li>View form reports</li><li>Create, edit and delete form triggered emails</li><li>View form triggered email reports</li></ul> |
| ------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Insert form links throughout UbiQuity | <ul><li>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</li></ul>                                  |

#### **Emails Permissions**

| Email administrator                                         | Full email control                                                                                                                                                            |
| ----------------------------------------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Create, edit and delete mailouts and view reports           | <ul><li>Create, edit and delete mailouts</li><li>View reports</li></ul>                                                                                                       |
| Send mailouts                                               | <p>Requires create mailouts permission</p><ul><li>Send mailouts</li></ul>                                                                                                     |
| Create, edit and delete automated mailouts and view reports | <ul><li>Create, edit and delete automated mailouts</li><li>View reports</li></ul>                                                                                             |
| Send automated mailouts                                     | <p>Requires create automated mailouts permission</p><ul><li>Activate and deactivate automated mailouts</li><li>Manually run automated mailouts using run now button</li></ul> |
| Create, edit and delete email templates                     | <ul><li>Create, edit and delete email templates</li></ul>                                                                                                                     |

#### **Surveys Permissions**

| Survey administrator                                            | <p>Full survey control plus:</p><ul><li>Delete survey responses</li></ul>                                                                                                                                         |
| --------------------------------------------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Create, edit and delete surveys and triggered emails            | <ul><li>Create, edit and delete surveys</li><li>Edit survey settings</li><li>Create, edit and delete survey triggered emails</li><li>View survey triggered email reports</li><li>Share survey to social</li></ul> |
| Activate and deactivate surveys                                 | <p>Requires create survey permission</p><ul><li>Activate and deactivate surveys</li></ul>                                                                                                                         |
| View and download responses and create, edit and delete reports | <ul><li>View and download responses</li><li>Edit responses</li><li>Respond to survey as a database contact</li><li>Create, edit and delete survey reports</li></ul>                                               |
| Insert survey links throughout UbiQuity                         | <ul><li>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</li></ul>                                  |

#### **Events Permissions**

| Event administrator                                 | Full event control                                                                                                                                                                                           |
| --------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ |
| Create, edit and delete events and triggered emails | <ul><li>Create, edit and delete events</li><li>Edit event settings</li><li>Create, edit and delete event triggered emails</li><li>View event triggered email reports</li><li>Share event to social</li></ul> |
| Activate and deactivate events                      | <p>Requires create event permission</p><ul><li>Activate and deactivate events</li></ul>                                                                                                                      |
| View and download registrations, and view reports   | <ul><li>View and download registrations</li><li>Edit registrations and change registration statuses</li><li>Register for your event as a database contact</li><li>View and edit event report</li></ul>       |
| Insert event links throughout UbiQuity              | <ul><li>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</li></ul>                               |

#### **TXT Programmes Permissions**

| TXT administrator                                           | Full TXT control                                                                                                                                                             |
| ----------------------------------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Create, edit, archive and delete programmes                 | <ul><li>Create, edit, archive and delete programmes</li></ul>                                                                                                                |
| Activate and deactivate programmes                          | <p>Requires create programme permission</p><ul><li>Activate and deactivate programmes</li></ul>                                                                              |
| Create, edit and delete TXT outs and view reports           | <ul><li>Create, edit and delete TXT outs</li><li>View and edit TXT out reports</li></ul>                                                                                     |
| Send TXT outs                                               | <p>Requires create TXT out permission</p><ul><li>Send TXT outs</li></ul>                                                                                                     |
| Create, edit and delete automated TXT outs and view reports | <ul><li>Create, edit and delete automated TXT outs</li><li>View and edit automated TXT out reports</li></ul>                                                                 |
| Send automated TXT outs                                     | <p>Requires create automated TXT out permission</p><ul><li>Activate and deactivate automated TXT outs</li><li>Manually run automated TXT outs using run now button</li></ul> |
| View programme messages and reports                         | <ul><li>View programme messages and reports</li><li>View inbound and outbound TXT messages</li></ul>                                                                         |

#### **Push Permissions**

| Push administrator                              | Full push control                                                                                                                                                                           |
| ----------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Create, edit and delete apps                    | <ul><li>Create, edit and delete apps</li></ul>                                                                                                                                              |
| View devices                                    | <ul><li>View devices and extract them via the API</li></ul>                                                                                                                                 |
| Create, edit and delete notifications           | <ul><li>Create, edit and delete notifications</li></ul>                                                                                                                                     |
| Send notifications                              | <p>Requires create notification permission</p><ul><li>Send notifications</li></ul>                                                                                                          |
| Create, edit and delete automated notifications | <ul><li>Create, edit and delete automated notifications</li></ul>                                                                                                                           |
| Send automated notifications                    | <p>Requires create automated notification permission</p><ul><li>Activate and deactivate automated notifications</li><li>Manually run automated notifications using run now button</li></ul> |
| Create, edit and delete notification templates  | <ul><li>Create, edit and delete notification templates</li></ul>                                                                                                                            |

#### **Campaigns Permissions**

| Campaign administrator | <p>Full Campaign control, including:</p><ul><li>Create, edit and delete campaigns</li></ul> |
| ---------------------- | ------------------------------------------------------------------------------------------- |

#### **Layouts Permissions**

| Layout administrator | <p>Full Layout control, including:</p><ul><li>Create, edit and delete layouts</li></ul> |
| -------------------- | --------------------------------------------------------------------------------------- |

#### **Social Permissions**

| Social administrator | <p>Full Social control, including:</p><ul><li>Create, edit and delete custom audiences</li></ul> |
| -------------------- | ------------------------------------------------------------------------------------------------ |

***

### 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

{% hint style="info" %}
**Best practice:**\
Ensure you have at least one, and ideally a small number of trusted Super Users within your organisation.
{% endhint %}

***

### 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.


---

# Agent Instructions: Querying This Documentation

If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question.

Perform an HTTP GET request on the current page URL with the `ask` query parameter:

```
GET https://docs.ubiquity.co.nz/user-management.md?ask=<question>
```

The question should be specific, self-contained, and written in natural language.
The response will contain a direct answer to the question and relevant excerpts and sources from the documentation.

Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.