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User Management

Manage team members and control access to your BrandCast account and stores.

Overview​

User management in BrandCast allows you to:

  • Add team members to your account
  • Assign roles and permissions
  • Control access to specific stores
  • Track user activity
  • Manage invitations
  • Deactivate users when needed

User Roles​

BrandCast uses a role-based access control system. Each user is assigned a role that determines their permissions.

Account-Level Roles​

These roles apply to your entire account:

ACCOUNT_ADMIN

  • Full account control
  • Manage billing and subscription
  • Add/remove users
  • Access all stores
  • Modify account settings
  • View all content and displays

ACCOUNT_MANAGER

  • Manage content across all stores
  • Create and edit layouts
  • Configure displays
  • Add integrations
  • Upload media
  • Cannot modify billing or add users

ACCOUNT_VIEWER

  • View-only access to all stores
  • See displays and content
  • Cannot create or edit anything
  • Useful for stakeholders and executives

ACCOUNT_USER

  • Basic access across account
  • View displays and content
  • Limited editing capabilities
  • Cannot access account settings

Store-Level Roles​

These roles are assigned per store for granular control:

ADMIN

  • Full control of assigned store(s)
  • Manage users for the store
  • Create/edit layouts and content
  • Configure displays
  • Access all store features

MANAGER

  • Create and manage content
  • Edit layouts and displays
  • Upload media
  • Configure integrations
  • Cannot add users or change store settings

VIEWER

  • View-only access to store
  • See displays and schedules
  • Cannot create or edit content
  • Useful for franchisees or partners

DISPLAY_OPERATOR

  • Limited access for display management only
  • Register displays
  • View display status
  • Cannot edit layouts or content
  • Useful for on-site staff

Specialized Roles​

STORE_LIBRARIAN

  • Manage media library for specific store(s)
  • Upload, tag, and organize media
  • Cannot create layouts or manage displays
  • Focused on content organization

BRAND_LIBRARIAN

  • Manage shared brand assets
  • Control brand-level media library
  • Ensure brand consistency
  • Cannot access individual stores

MARKETING

  • Create marketing content and campaigns
  • Manage promotional layouts
  • Access media library
  • Limited display management

Adding Users​

Inviting Team Members​

  1. Navigate to Settings → Users
  2. Click Invite User
  3. Enter user information:
    • Email: User's email address
    • Name: Full name
    • Role: Select appropriate role
    • Stores: Choose which stores they can access
  4. Click Send Invitation

The user receives an email invitation with a secure link to create their account.

Invitation Process​

What happens:

  1. You send invitation with email and role
  2. User receives email with secure link (expires in 7 days)
  3. User clicks link and creates password
  4. User completes profile
  5. User gains access based on assigned role

Invitation expires:

  • Default: 7 days
  • Can be resent if expired
  • Only one active invitation per email

Accepting Invitations​

As the invited user:

  1. Check your email for invitation from BrandCast
  2. Click Accept Invitation
  3. Create a secure password (minimum 8 characters)
  4. Complete your profile:
    • Upload avatar (optional)
    • Set display name
    • Configure timezone
  5. Click Complete Setup

You're now logged in with the role assigned by the administrator.

Managing Existing Users​

Viewing All Users​

  1. Go to Settings → Users
  2. See list of all users with:
    • Name and email
    • Role(s)
    • Store access
    • Last login
    • Status (Active/Inactive)

Filtering Users​

Use filters to find users:

  • By Role: Filter by role type
  • By Store: See who has access to specific stores
  • By Status: Active or inactive users
  • Search: Search by name or email

Editing User Details​

  1. Click on user name
  2. Update information:
    • Name: Change display name
    • Email: Update email address (requires verification)
    • Role: Change role assignment
    • Stores: Add or remove store access
  3. Click Save Changes

Changes take effect immediately.

Managing Store Access​

Control which stores users can access:

Adding Store Access:

  1. Go to user profile
  2. Click Add Store
  3. Select store from dropdown
  4. Choose role for that store
  5. Click Add

Removing Store Access:

  1. Go to user profile
  2. Find store in Store Access section
  3. Click Remove
  4. Confirm removal

Changing Store Role:

  1. Find store in user's Store Access
  2. Change role from dropdown
  3. Click Update

Changing User Roles​

Important: Changing roles affects permissions immediately.

  1. Go to user profile
  2. Under Role, select new role
  3. Review permission changes shown
  4. Click Update Role
  5. Confirm change

Role Changes:

  • Downgrading (Admin → Manager): User immediately loses elevated permissions
  • Upgrading (Viewer → Admin): User immediately gains new permissions
  • Changes apply to active sessions (user may need to refresh)

User Permissions​

What Each Role Can Do​

Account Admin:

  • ✅ Manage billing and subscription
  • ✅ Add/remove users
  • ✅ Manage all stores
  • ✅ Create/edit layouts
  • ✅ Upload media
  • ✅ Configure integrations
  • ✅ Register displays
  • ✅ View analytics
  • ✅ Modify account settings

Account Manager:

  • ❌ Manage billing
  • ❌ Add/remove users
  • ✅ Manage all stores
  • ✅ Create/edit layouts
  • ✅ Upload media
  • ✅ Configure integrations
  • ✅ Register displays
  • ✅ View analytics
  • ❌ Modify account settings

Manager (Store-Level):

  • ❌ Manage billing
  • ❌ Add/remove users
  • ✅ Manage assigned stores only
  • ✅ Create/edit layouts
  • ✅ Upload media
  • ✅ Configure integrations
  • ✅ Register displays
  • ✅ View store analytics
  • ❌ Modify account settings

Viewer:

  • ❌ All write operations
  • ✅ View displays
  • ✅ View layouts
  • ✅ View media library
  • ✅ View schedules
  • ✅ View analytics (read-only)

Display Operator:

  • ❌ Create/edit layouts
  • ❌ Upload media
  • ✅ Register displays
  • ✅ View display status
  • ✅ Manage display assignments
  • ✅ View assigned layouts

Permission Inheritance​

Store-level roles inherit from account-level:

  • Account Admin has Admin rights in all stores
  • Account Manager has Manager rights in all stores
  • Store-specific roles only apply to assigned stores

Example:

  • User A: Account Admin → Admin access to Store 1, Store 2, Store 3
  • User B: Manager for Store 1 → Manager access to Store 1 only
  • User C: Viewer for Store 2 → View-only access to Store 2 only

Deactivating Users​

When to Deactivate​

Deactivate users when:

  • Employee leaves the company
  • Contractor finishes project
  • Seasonal employee's season ends
  • Account compromise suspected
  • User no longer needs access

Deactivate vs. Delete:

  • Deactivate: Preserves user data and history, can be reactivated
  • Delete: Permanently removes user (not recommended)

How to Deactivate​

  1. Go to Settings → Users
  2. Click on user to deactivate
  3. Click Deactivate User
  4. Confirm deactivation
  5. Optional: Enter reason for audit log

What happens:

  • User immediately loses access
  • Active sessions are terminated
  • User cannot log in
  • User data preserved (created content, audit logs)
  • Can be reactivated later

Reactivating Users​

  1. Go to Settings → Users
  2. Filter by Status → Inactive
  3. Click on user to reactivate
  4. Click Reactivate User
  5. Update role/store access if needed
  6. Click Confirm

User regains access with previous permissions (or updated ones).

Multi-Store User Management​

Setting Up Multi-Store Access​

For users who need access to multiple stores:

  1. Go to user profile
  2. Under Store Access, click Add Store
  3. For each store:
    • Select store
    • Choose role for that store
    • Click Add
  4. Repeat for all stores

Example:

  • User: Jane Doe
  • Store 1: Admin (full access)
  • Store 2: Manager (content management)
  • Store 3: Viewer (view only)

Primary Store​

Each user can have one primary store:

  1. Go to user profile
  2. Under Store Access, find store
  3. Click Set as Primary

Primary store is the default view when user logs in.

Role Differences Across Stores​

Users can have different roles in different stores:

Scenario:

  • Regional Manager for downtown location (Admin)
  • Viewer for suburban locations (oversight only)
  • Manager for flagship store (content creation)

Set different roles per store to match responsibilities.

Best Practices​

Role Assignment​

Principle of Least Privilege:

  • Give users minimum access needed for their job
  • Start with Viewer role, upgrade as needed
  • Review permissions regularly

Common Setups:

Small Business (1-3 stores):

  • Owner: Account Admin
  • Manager: Account Manager
  • Staff: Display Operator

Multi-Location Retail (4+ stores):

  • Corporate: Account Admin
  • Regional Managers: Admin for their region's stores
  • Store Managers: Manager for their store only
  • Staff: Display Operator for their store

Franchise Model:

  • Franchisor: Account Admin, Brand Librarian
  • Franchisees: Admin for their store only
  • Corporate Marketing: Marketing role across all stores

Security​

Password Requirements:

  • Minimum 8 characters
  • Mix of letters, numbers, symbols
  • Not previously compromised (checked against breach databases)
  • Changed every 90 days (optional enforcement)

Two-Factor Authentication:

  • Recommended for all Admin roles
  • Required for Account Admin (Enterprise plans)
  • Enable in Account Settings → Security

Access Reviews:

  • Review user list monthly
  • Deactivate unused accounts
  • Verify role assignments quarterly
  • Audit Admin access semi-annually

Security Incidents:

  • Deactivate compromised accounts immediately
  • Force password reset if needed
  • Review audit logs for suspicious activity
  • Contact support for assistance

Onboarding New Users​

Checklist for adding new team members:

  1. ✅ Determine appropriate role
  2. ✅ Identify which stores they need access to
  3. ✅ Send invitation with correct role
  4. ✅ Provide onboarding documentation
  5. ✅ Schedule training session (if needed)
  6. ✅ Add to internal team directory
  7. ✅ Verify they can log in successfully
  8. ✅ Review permissions with user

Offboarding Users​

Checklist for removing team members:

  1. ✅ Deactivate user account
  2. ✅ Document reason for audit log
  3. ✅ Review content created by user
  4. ✅ Reassign ownership of critical content
  5. ✅ Update team documentation
  6. ✅ Notify team of access changes
  7. ✅ Preserve audit logs for compliance

Audit Logs​

Viewing User Activity​

Track user actions for security and compliance:

  1. Go to Settings → Audit Logs
  2. Filter by:
    • User
    • Action type
    • Date range
    • Store
  3. View detailed activity log

Events Logged:

  • User login/logout
  • Content creation/editing
  • Layout changes
  • Display configuration
  • User management actions
  • Permission changes
  • Failed login attempts

Audit Log Retention​

  • Standard Plans: 90 days
  • Professional Plans: 1 year
  • Enterprise Plans: 2 years or custom

Export logs for long-term retention if needed.

Troubleshooting​

User Can't Log In​

Check:

  1. Account is active (not deactivated)
  2. Email address is correct
  3. Password reset if forgotten
  4. No account lockout (too many failed attempts)
  5. Browser cookies enabled

Solutions:

  • Send password reset email
  • Verify email address on account
  • Reactivate if deactivated
  • Clear lockout after verification
  • Try different browser

User Has Wrong Permissions​

Check:

  1. Verify assigned role
  2. Check store access list
  3. Confirm role for specific store
  4. Review recent permission changes

Solutions:

  • Update role assignment
  • Add missing store access
  • Check for conflicting role assignments
  • Have user log out and log back in

Invitation Not Received​

Check:

  1. Email address spelled correctly
  2. Check spam/junk folder
  3. Verify invitation hasn't expired
  4. Corporate email filters blocking

Solutions:

  • Resend invitation
  • Use different email address
  • Contact IT to whitelist brandcast.app emails
  • Send from different admin account

User Sees Different Stores Than Expected​

Check:

  1. Review Store Access in user profile
  2. Verify primary store setting
  3. Check if user has account-level role (sees all stores)
  4. Confirm store assignments

Solutions:

  • Add missing store access
  • Remove incorrect store access
  • Update primary store
  • Change from account role to store-specific roles

Account Ownership Transfer​

Transferring Account Ownership​

For changing account ownership (e.g., selling business, ownership change):

  1. Go to Settings → Account
  2. Click Transfer Ownership
  3. Enter new owner's email
  4. Confirm transfer
  5. New owner receives email with acceptance link
  6. New owner accepts transfer
  7. Ownership transfers, previous owner becomes Admin

Requirements:

  • Must be current Account Admin
  • New owner must have email address
  • Transfer requires acceptance from new owner
  • Transfer logged in audit trail

What transfers:

  • Account ownership and billing responsibility
  • All stores, content, and displays
  • Subscription and payment methods
  • User accounts and permissions
  • Audit logs and history

API Access (Enterprise)​

Enterprise plans can create API keys for programmatic access:

  1. Go to Settings → API Keys
  2. Click Generate API Key
  3. Name the key (e.g., "Production Integration")
  4. Set permissions (read-only or read-write)
  5. Copy key immediately (shown once only)
  6. Store securely

API Key Management:

  • Rotate keys every 90 days
  • Revoke unused keys
  • Use separate keys for different integrations
  • Monitor API usage

Next Steps​