Setting Up User Roles & Permissions

About Organization Level Permissions

At least one member of your organization is required to be an organization admin to manage your TextExpander account, but there is no limit to how many you can have. Organization admins can: 

• Manage organization members
• Create and manage teams
• Manage and delete organization Snippet Groups
• View organization wide stats
• Manage billing and payment methods.

Another organizational role is the Billing contact. The Billing contact receives payment notices. We recommend having just one billing contact to handle payments for your account. In most organizations, the operations team and or director-level users are organization admins. Then one of those admins is delegated the role of billing contact.

How to Assign Organization Level Permissions

You need to be an organization admin to set organization-level permissions.

1. Sign in to your TextExpander.com account, select “Members” from the sidebar, under your Organization name.
2. Search the Member you’d like to assign roles to and select the Admin or Billing radio button. A Member can have both roles assigned to them.

If the person you’d like to assign permissions to is not already a member of your organization in TextExpander, there are two ways to add them. 

If your organization has Single Sign-On set up, members must be added to your identity provider and they will automatically join the organization. 

If your organization doesn’t have single sign on, you can add them via email:

1. Sign in to your TextExpander.com account and select Members from the sidebar.
2. To the right-hand side of the Members window, select the orange button for “Add members.”
3. Enter the email addresses of those you wish to invite. You can paste in a list separated by a comma or a return. Once you have the users listed select “Next.”
4. To complete the invite, select any teams that a user should be assigned to if applicable. You can also create a new Team to add users to by selecting the drop-down for Teams next to a user and then choosing “New Team”. 
5. If you are adding multiple users and they will all be going to the same Team or Teams, you can select “Bulk Assign Teams” in the lower left-hand corner and choose what Teams all of the invitees should go to.
6. In addition to Team selection, you can assign Admin status to any users that will need this access by selecting the checkbox next to their name under “Org Admin.”
7. To complete the invitation process, select the orange button for “Invite” in the lower right-hand corner. 
8. Each person will receive an email instructing them to create a TextExpander account and accept the invitation to the Organization.

About the Team Manager Role

When you start creating teams and adding users to those teams in Text Expander, you’ll need to designate a team manager for each team you create. Team managers are allowed to add and remove both members and Snippet Groups. A team manager who is not an organization admin will be able to see and manage teams from the sidebar in their account, but we’ll not see any other organization, settings or billing information.

Team managers usually help manage content and ensure it’s up to date for their teams to designate a team manager. 

How to Designate a Team Manager

As an organization admin, you can add or change the team Manager for any team at any time.

1. Sign in to your TextExpander.com account.
2. Select teams in the sidebar, then select the team you’d like to designate a Team Manager for. 
3. Click the three dots to the right of the team members name and select “Enable Team Manager role.”

Snippet Group Permissions

There are three types of Snippet Group permissions: 

• Can expand: View and expand Snippets within the group.
• Can edit: Create and edit Snippets within the group.
• Can manage: Create and edit Snippets, manage access and settings.

When a Snippet Group is shared, the creator has can manage permissions by default. Organization members and teams have can expand permission by default. We recommend designating a Snippet Group manager and Snippet Group editor for each Snippet Group you create and share. The Snippet Group manager might be a team lead in your organization who has granted, “can manage” permissions, and is responsible for managing which users can access the Snippet Group and the Snippets within it.

The Snippet Group editor is often a subject matter expert on the team who is granted “can edit” permissions, giving them the ability to edit Snippets within the Snippet Group. Both of these roles may be assigned to the Team Manager, who often acts as the librarian of their team’s content. 

How to change or edit permissions for a Snippet Group

1. Sign in to your TextExpander.com account.
2. Select “Snippet Groups” from the left sidebar.
3. Find the Snippet Group you’re looking for and click the three dots to the right. 
4. Select share from the menu of options. 
5. Find the member or team whose permissions you want to change. 
6. Click the three dots to the right of the user or team’s current permissions. 
7. Select the new permissions and click “done.”

If you have dozens of users, we suggest you start by adding just your fellow admins and Team Managers. Have them set up Snippet groups and teams and invite their users. 

Best practices for setting up organizations

• Start by designating admins and a billing contact for your account. 
• Create teams and designate at least one manager per team. 
• Create Snippet Groups and designate a Snippet Group manager and or editor for each group. 
• Share Snippet Groups with relevant teams. 
• Ensure that every member is added to a team.