#admin #roles #permissions
Introduction
Roles and permissions in contentbird determine who can see and do what. They ensure clear responsibilities, secure processes, and structured collaboration within your team.
Standard Roles in contentbird
👑 Admin
Access: Full access to the entire system
Typical responsibilities:
Account setup
User management
Defining roles and permissions
License and billing management
📊 Manager
Access: All or selected projects
Typical responsibilities:
Campaign planning
Strategic management
Overview of content and team activities
✍️ Author
Access: Assigned content and tasks only
Typical responsibilities:
Creating content
Executing briefings
Working in the editor and with AI features
👀 Observer
Access: Read and comment
Typical responsibilities:
Providing feedback
Reviewing content
Supporting approvals
💡 Special note:
Observers are free of charge and can be used without limits—ideal for:
stakeholders
internal departments
clients
Observers without login (Observer Light)
You can also invite external people as observers without a login. They receive a direct link to the content by email and can view and comment on it without logging in. Their view is simplified, with no navigation or header, so they can focus entirely on the content.
How it works:
Open the content and add a new observer via “Manage access”.
Enable the “Observer without login” checkbox.
The person receives a direct link by email and can get started right away.
💡 Ideal for approvals by clients or departments who don’t work with contentbird regularly.
Creating Custom Roles
For more complex setups, you can define custom roles.
🔧 When is this useful?
Large teams with clearly defined responsibilities
External service providers or agencies
Specific requirements (e.g. analysis-only or AI-only access)
Project-Based Roles & Secondary Permissions
In contentbird, roles are not only defined globally but can also be assigned per project.
👉 This means a user can have different roles depending on the project
(e.g. Manager in Project A, Observer in Project B).
In addition, you can assign secondary permissions:
Control extended access rights per project
Enable specific features (e.g. analytics or social features)
Adjust responsibilities without changing the main role
👉 For example, you can grant a Manager additional permissions in a specific project without modifying the global role structure.
What Permissions Can You Control?
With custom roles, you can define permissions in detail:
🔐 Visibility: Which areas are accessible (planning, analytics, settings)
✍️ Actions: Read, edit, delete, publish
📁 Projects: Access to specific projects
Best Practices
❌ Do not grant delete permissions to operational roles
✅ Assign AI access selectively based on roles
📊 Limit analytics access to authorized users
🔒 Start with restrictive permissions and expand if needed
🔄 Regularly review and adjust roles
Conclusion
Roles and permissions are the foundation for secure and efficient work in contentbird. With clearly defined access rules, you ensure that everyone on your team uses exactly the features they need—no more, no less.