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Types of user and their permissions
In Citizen Space, a user refers to an administrator registered with access to the site. Users are now added as either Site Admins or Site Members (user type). Then you set the user's role(s) by defining their permissions at the Workspace and / or Activity level.
You are able to assign users to different workspaces as well as individual activities.
There are 5 types of Citizen Space users:
- Site Admin: Complete access to the site and the only user type that is able to add new users to Citizen Space. They can still be assigned to Workspaces for internal auditing purposes.
- Workspace Admin: Can create and manage all activities, including access to all response data, within the respective Workspace.
- Workspace Member: Can access activities they create (Activity Owner) and associated response data in the relevant Workspace or manage any activities they've been assigned as an Activity Admin.
- Activity Analyst: If not assigned to the Workspace as an Admin or Member, can only access the response data for the activities to which they've been assigned.
- Site Member: Able to log in, but cannot see or do anything unless given additional roles on one or more Workspaces or activities
How a primary role is associated with a user
A user’s primary role will be based on their ‘highest’ role level. It takes into account their assigned permissions across the Citizen Space site. Site Admins have the highest role, meaning they have the most data access and management of the site. The lowest role is Site Member, those users who aren't assigned to any Workspaces or Activities,
Detailed capabilities for each user type and role
A user's capabilities in Citizen Space are based both on user's site permission level, either a Site Admin or Site Member as well as any assigned roles to Workspaces and/or Activities.
Site admin
Site admins are the only type of user who can add new users to their Citizen Space site.
| Action | Site Admin capability |
|---|---|
| Edit / delete activities, results and 'We Asked, You Said, We Did' | Yes, for any Workspace |
| Create activities | Yes, for any Workspace |
| Change activity's Workspace | Yes |
| Change activity's owner | Yes |
| Change activity's status | Yes |
| Publish and retract activities | Yes |
| Manage Activity Permissions | Yes, for all Activities |
| Clone a public activity | Yes |
| Clone a private activity | Yes |
| Add a display image to an activity via 'Featured Activity Settings' | Yes |
| Add and remove activities from the 'Featured Activities' list | Yes |
| Add and remove activities from other curated lists** | Yes |
| Add saved questions | Yes |
| Manage the Areas list | Yes |
| Manage the Audiences list | Yes |
| Manage the Interests list | Yes |
| Export Manage Activities list (incl. filtered / search results) as .xlsx | Yes |
| Create new admin user accounts | Yes |
| Create new 'Analyst' user accounts | Yes |
| Delete or suspend a user account | Yes, anyone apart from self |
| Edit user profile | Yes, for any user |
| Create / Delete Workspaces | Yes |
| Edit Workspace title/description | Yes |
| Add/Remove Workspace Admins & Members | Yes |
| View Workspace listing | Yes |
| Export list of admins with contact details as .xlsx | Yes |
| Analyse responses | Yes |
| Export all responses (including analyst fields) as .xlsx file | Yes |
| Moderate and approve responses (response publishing) | Yes |
| Manually add offline responses | Yes |
| Upload results or reports | Yes, for any activity |
| Publish approved responses using response publishing | Yes, for any activity |
Workspace Admin
| Action | Workspace Admin capability |
|---|---|
| Edit / delete activities, results and 'We Asked, You Said, We Did' | Yes in Workspace |
| Create activities | Yes in Workspace |
| Change activity's Workspace | No |
| Change activity's owner | Yes in Workspace |
| Change activity's status | Yes in Workspace |
| Publish and retract activities | Yes in Workspace |
| Manage Activity Permissions | Yes in Workspace |
| Clone a public activity | Yes in Workspace |
| Clone a private activity | Yes in Workspace |
| Add a display image to an activity via 'Featured Activity Settings' | No |
| Add and remove activities from the 'Featured Activities' list | No |
| Add and remove activities from other curated lists** | No |
| Add saved questions | No |
| Manage the Areas list | No |
| Manage the Audiences list | No |
| Manage the Interests list | No |
| Export Manage Activities list (incl. filtered / search results) as .xlsx | Yes |
| Create new admin user accounts | No |
| Create new 'Analyst' user accounts | No |
| Delete or suspend a user account | No |
| Edit user profile | Yes, but own profile only |
| Create / Delete Workspaces | No |
| Edit Workspace title/description | No |
| Add/Remove Workspace Admins & Members | Yes in Workspace |
| View Workspace listing | Yes (assigned Workspaces visible) |
| Export list of admins with contact details as .xlsx | No |
| Analyse responses | Yes in Workspace |
| Export all responses (including analyst fields) as .xlsx file | Yes in Workspace |
| Moderate and approve responses (response publishing) | Yes in Workspace |
| Manually add offline responses | Yes in Workspace |
| Upload results or reports | Yes in Workspace |
| Publish approved responses using response publishing | Yes in Workspace |
Workspace member
| Action | Workspace Member capability | Activity Owner / Admin capability |
|---|---|---|
| Edit / delete activities, results and 'We Asked, You Said, We Did' | No | Yes on specific Activity |
| Create activities | Yes in Workspace | (Yes, but as Workspace Member) |
| Change activity's Workspace | No | No |
| Change activity's owner | No | Yes on specific Activity |
| Change activity's status | No | Yes on specific Activity |
| Publish and retract activities | No | Yes on specific Activity |
| Manage Activity Permissions | No | Yes |
| Clone a public activity | Yes in Workspace | Yes in Workspace |
| Clone a private activity | Yes in Workspace | Yes on specific Activity |
| Add a display image to an activity via 'Featured Activity Settings' | No | No |
| Add and remove activities from the 'Featured Activities' list | No | No |
| Add and remove activities from other curated lists** | No | No |
| Add saved questions | No | No |
| Manage the Areas list | No | No |
| Manage the Audiences list | No | No |
| Manage the Interests list | No | No |
| Export Manage Activities list (incl. filtered / search results) as .xlsx | Yes | Yes |
| Create new admin user accounts | No | No |
| Create new 'Analyst' user accounts | No | No |
| Delete or suspend a user account | No | No |
| Edit user profile | Yes, but own profile only | Yes, but own profile only |
| Create / Delete Workspaces | No | No |
| Edit Workspace title/description | No | No |
| Add/Remove Workspace Admins & Members | No | No |
| View Workspace listing | No | No |
| Export list of admins with contact details as .xlsx | No | No |
| Analyse responses | No | Yes on specific Activity |
| Export all responses (including analyst fields) as .xlsx file | No | Yes on specific Activity |
| Moderate and approve responses (response publishing) | No | Yes on specific Activity |
| Manually add offline responses | No | Yes on specific Activity |
| Upload results or reports | No | Yes on specific Activity |
| Publish approved responses using response publishing | No | Yes on specific Activity |
Activity Analyst
Analysts are defined by the specific activities they are assigned. To limit an analyst's access, only add the user to specific activities, not to any Workspaces.
| Action | Activity Analyst (Workspaces) |
|---|---|
| Edit / delete activities, results and 'We Asked, You Said, We Did' | No |
| Create activities | No |
| Change activity's Workspace | No |
| Change activity's owner | No |
| Change activity's status | No |
| Publish and retract activities | No |
| Manage Activity Permissions | No |
| Clone a public activity | No |
| Clone a private activity | No |
| Add a display image to an activity via 'Featured Activity Settings' | No |
| Add and remove activities from the 'Featured Activities' list | No |
| Add and remove activities from other curated lists** | No |
| Add saved questions | No |
| Manage the Areas list | No |
| Manage the Audiences list | No |
| Manage the Interests list | No |
| Export Manage Activities list (incl. filtered / search results) as .xlsx | No |
| Create new admin user accounts | No |
| Create new 'Analyst' user accounts | No |
| Delete or suspend a user account | No |
| Edit user profile | Yes, but own profile only |
| Create / Delete Workspaces | No |
| Edit Workspace title/description | No |
| Add/Remove Workspace Admins & Members | No |
| View Workspace listing | No |
| Export list of admins with contact details as .xlsx | No |
| Analyse responses | Yes, for activities they are assigned to |
| Export all responses (including analyst fields) as .xlsx file | Yes, for activities they are assigned to |
| Moderate and approve responses (response publishing) | Yes, for activities they are assigned to |
| Manually add offline responses | Yes, for activities they are assigned to |
| Upload results or reports | No |
| Publish approved responses using response publishing | No |
Site member
If a user is added as a Site Member, they will be able to log in, but cannot see or do anything unless given additional roles on one or more Workspaces or activities.
Additional notes
- Publish / retract and export response permissions are affected by site wide publishing settings. It is possible for publishing and retracting of activities to be restricted to just Site Admins, or site and Workspace Admins only, upon request. However, the default Citizen Space setting will be for everyone to be able to publish their own activities (as described in the table above).
- Any administrator who can add a response manually to an activity can remove a response. This includes Workspace Admin as well as Activity Admin and any analysts assigned to the activity. This allows the user to clear up any mistakes they may make without having to escalate the request to a supervisor. All removals are logged, and any responses that are removed in error, or by accident, can be put back again. Please read more about how to do this here.
- Not all Citizen Space sites have 'curated lists' switched on. This feature is part of the configurable landing page options. If you'd like to find out more about this please contact your customer success manager.