Roles and Permissions in RecurPost: Control What Each Team Member Can Do

Roles and Permissions let the account owner decide exactly what each team member can see and do inside RecurPost. You build a role once, switch on the permissions it should carry, set its notification defaults, and then assign that role to people workspace by workspace. This guide shows you how to open the Roles & Permissions page, use the four ready-made roles, create a custom role, assign roles when you invite or manage team members, and understand how roles work with the Account Manager designation and approval workflows.

What Roles and Permissions Are

A role is a named bundle of permissions. Every team member holds one role in each workspace they belong to, and the role decides which pages they see in the sidebar and which actions they can take on posts, social profiles, libraries, the inbox, reports, DM automations, paid ads, client review, and the workspace itself.

• Roles belong to the account. You create them once and reuse them across every workspace you own.
• Roles are assigned per workspace. The same person can be an Editor in one client’s workspace and a Contributor in another.
• Only the account owner manages roles. Team members cannot open the Roles & Permissions page or change their own permissions. The owner always has every permission and does not need a role.
• Workspace access still controls scope. A role says what a member can do. The social profiles and libraries you attach to the workspace say where they can do it. See How To Use The Workspace Feature for that part.

The Four Ready-Made Roles

RecurPost ships four default roles. They cover the most common team setups, and you can fine-tune any of them after they are created. A role created from a template shows the label “default” in the roles list; a role you built yourself shows “custom”.

If you have never opened the Roles & Permissions page before, it starts with a “No roles yet” screen that offers these four templates as one-click tiles, plus an option to build a role from scratch.

How to Open Roles & Permissions

1. Log in to RecurPost as the account owner.
2. Click your profile icon at the bottom of the left sidebar.
3. Choose Roles & Permissions from the menu. It sits between Account Settings and Add-ons and Billing.

You can also reach the page from the Set up roles step on the Get Started hub, from the Manage roles link inside the Invite member dialog, and from the Manage link next to any role picker in the workspace wizard or the workflow builder.

Team members do not see this menu entry. If a member needs a permission they do not have, RecurPost tells them to ask the workspace owner and names the exact permission to switch on.

How to Create a Role

Start from a template

1. On the “No roles yet” screen, click the Contributor, Writer, Editor, or Publisher tile.
2. Confirm in the “Create role?” dialog. RecurPost adds the role pre-filled with that template’s permissions and notification defaults.
3. The new role opens in the editor on the right, where you can adjust any switch.

Start from scratch

1. Click Create role at the bottom of the roles list, or Create a role from scratch on the zero state.
2. Type a role name of up to 40 characters, such as “Legal Reviewer” or “Social Manager”, and click Create & configure.
3. The role opens with every permission switched off. Turn on the ones it needs, then move to the Notifications tab.

Changes save as you toggle each switch. There is no separate Save button. The badge on the Permissions tab shows how many permissions the role currently holds.

Permissions You Can Grant

Permissions are grouped by feature. Six of the groups have a master switch in their header. When that master switch is off, the whole feature disappears from the member’s sidebar and every permission inside the group is disabled. Turn the master on first, then pick the individual permissions.

Posts

• Write and edit their posts: create new posts, add media, and edit any post assigned to them.
• Edit others’ post: edit any post, whoever it is assigned to, even in Client Review or Scheduled.
• Delete own posts: permanently delete posts they created themselves.
• Delete others’ posts: permanently delete posts created by anyone on the team.

Approvals & publishing

• Approve / reject: approve a post or send it back with changes. This needs a review stage in your workflow.
• Publish or schedule: publish now, and set or change any post’s schedule at any stage. This permission also unlocks the “Share a post” composer, CSV upload, and AI tools in the sidebar, because each of those ends with a post on the schedule.

Social profiles (master switch)

• Add a social account: authorize and connect new social profiles to workspaces they have access to.
• Delete a social account: remove a connected profile from workspaces they have access to.
• Edit social account settings: change time zone, watermark, display name, and posting defaults.

Content library (master switch)

• Manage content: add, edit, and manage content in the library.
• Manage timeslots: create, edit, or delete timeslots for a library.
• Delete content: permanently remove media and saved items from the library.

Inbox (master switch)

• Reply to DMs & comments: reply from the unified inbox. Without this the inbox stays read-only.
• Assign messages: assign conversations to teammates and mark them done.

Reports & analytics (master switch)

• Export & share reports: download reports as PDF or email them directly to clients. With the master on but this off, the member can view reports but not export them.

DM automations (master switch)

• Create an automation: build new DM automations, triggers, and auto-reply flows.
• Edit / delete automation: edit or permanently delete existing DM automations.

Paid ads (master switch)

• Boost a post: boost an existing published post as a paid promotion from connected ad accounts.

Client review (master switch)

• Send posts to clients: share posts on the client’s Shareable Calendar for approval, including urgent requests.
• Approve for the client: approve on the client’s behalf when they have not responded. Every such approval is logged.

Client review permissions only matter when your workflow has a client review stage.

Workspace & team

• Workspace settings: edit the name, social profiles, watermark, and other settings of workspaces they have access to.
• Invite members: invite people to workspaces they have access to and assign them a role.
• Remove members: remove people from workspaces they have access to.

Any of these three unlocks the edit icon on the workspace, and only the matching panes appear inside it. A member with Invite members but not Workspace settings can add people but cannot rename the workspace.

Notification Defaults for a Role

The Notifications tab decides which alerts members holding this role receive, with a separate switch for Email and Mobile push on each event. Workflow alerts are only sent for stages the role is part of, so a Contributor never gets review reminders for a stage assigned to Editors.

Some notifications depend on a permission. “Posts awaiting your review” and timeout alerts need Approve / reject. “Post assigned to me”, “Post approved”, and “Changes requested” need Write and edit their posts or Edit others’ post. Reconnection alerts need the Social profiles section, and the paused queue reminder needs Publish or schedule. A role created from scratch starts with the three assignment alerts on, and they become active as soon as you grant the matching permission.

Transactional emails such as signup verification, password resets, and billing receipts are always sent and cannot be turned off here. Each member can also adjust their own recap emails under Account Settings > Email Preferences.

How to Assign a Role to a Team Member

When you invite someone

1. Open your profile menu and go to Workspaces, then Manage team, or open the Team members page directly.
2. Click Invite member and enter the person’s email address. Invites go out one person at a time.
3. Under Workspace access, tick each workspace they should join and pick a role for each one. Use Assign all to add every workspace at once.
4. Click Send invite. The member gets access to those workspaces with those roles as soon as they accept.

The workspace creation wizard has the same picker in its “Invite your team” step, so you can set roles while you build a new client workspace. For seat counts and pricing per plan, see How to Invite Team Members to a Workspace.

Change an existing member’s role

1. On the Team members page, find the member. The “Workspaces & roles” column lists every workspace they belong to and the role they hold in each. You can filter the list by workspace or by role.
2. Open the three-dot menu next to the workspace and choose Change role. The same option is available on the People pane of the Edit Workspace screen.
3. Pick the new role and confirm.

If the member currently holds cards in workflow stages the new role cannot work on, RecurPost reassigns those cards to another teammate with the right role, or to the Account Manager. When a member is removed from a workspace or leaves the account, their assigned cards are handed over the same way.

The Account Manager Designation

Account Manager is a per-workspace designation, separate from roles. Each workspace can have one. It tells RecurPost who handles escalations and overrides for that workspace, and it grants a fixed set of powers on top of whatever role the person holds. No role permissions are needed for these:

• Schedules posts directly, without going through the workflow stages.
• Works across every stage: can be assigned to any card and edit or move work in any stage of the workspace.
• Approves on behalf of the client when the client does not respond in time, straight from the escalation email, or reschedules the post.
• Handles escalations and blocked posts: overdue internal stages are reassigned to the Account Manager, and stuck client approvals escalate to them instead of the workspace owner.
• Manages the workspace and team: edits workspace settings, invites or removes members, resends or revokes invites, and changes member roles.
• Receives key workspace notifications: publish results, client decisions, batch approvals, and reconnection alerts.

To set one, open the workspace’s Edit screen, go to People, open the three-dot menu next to a member, and choose Set as Account Manager. Only the workspace owner can do this. Choose a senior person who is reachable, because they are the safety net when a client or a reviewer goes quiet.

Roles in Approval Workflows

Roles and the workflow builder are designed to be used together. Each stage in a workflow has an Assigned roles field. When a post enters that stage, members holding one of those roles can work on it and receive the “Post assigned to me” alert.

• A review stage only works if the assigned role has Approve / reject.
• A client review stage needs a role with the Client review section turned on so someone can send posts to the client and, if needed, approve on their behalf.
• The final scheduling step needs a role with Publish or schedule, or the Account Manager.

Set up your roles first, then build the workflow. The role picker in each stage has a Manage link and a refresh button, so you can add a role in a new tab and pull it into the stage without leaving the builder. A role that is used by a workflow stage cannot be deleted until you remove it from the stage.

Rename, Duplicate, or Delete a Role

• Rename: click the role name at the top of the editor, type the new name, and click the tick. Members keep the role; only the label changes.
• Duplicate: click Duplicate to create a copy named “<role> (copy)” with the same permissions and notification defaults. This is the quickest way to make a variant of a default role, for example an Editor who can also publish.
• Delete: click Delete and confirm. The role’s permission and notification settings are removed for good. RecurPost blocks the delete while any member still holds the role or any workflow stage still uses it, and shows a “View members” shortcut so you can reassign people first.

What Team Members See

A member’s sidebar shows only the features their role allows. If the Inbox master switch is off, there is no Inbox entry at all. If they hold Write and edit their posts but not Publish or schedule, the “Share a post” menu offers only “New Idea”, which drops a card into the workflow instead of the schedule.

When a member tries an action their role does not allow, RecurPost shows a message that names the missing permission, for example: “To schedule this post, please ask your workspace owner to give you the ‘Publish or schedule’ permission.” Members cannot change their own permissions, so the owner has to make the change on the Roles & Permissions page. The change applies the next time the member loads a page.

Frequently Asked Questions

1. My team was set up before Roles & Permissions existed. What role do they have?

Every existing team member was given the Publisher role, which holds every permission, so nobody lost access at launch. The four default roles were added to your account at the same time. Open Roles & Permissions and move people to a narrower role whenever you are ready.

2. Can a member have different roles in different workspaces?

Yes. A role is assigned per workspace. The Team members page lists each member’s workspaces with the role they hold in each, and you can change any of them independently.

3. Does the account owner need a role?

No. The owner always has every permission in every workspace they own. Roles apply to invited team members only.

4. Can a team member see or edit the Roles & Permissions page?

No. The page and its menu entry are owner-only. Members who need more access see a message telling them which permission to ask the owner for.

5. Is the Account Manager a role?

No. It is a per-workspace designation that sits on top of the member’s role. A member can be a Contributor by role and still act as Account Manager for one workspace, gaining that workspace’s escalation and scheduling powers without changing the Contributor role.

6. Why can’t I delete a role?

A role cannot be deleted while a member holds it or a workflow stage references it. Reassign those members to another role, remove the role from the stage in the workflow builder, and then delete it.

7. A member has the Reports section on but cannot download a PDF. Why?

Viewing and exporting are separate. Turn on Export & share reports inside the Reports & analytics group to allow PDF downloads and emailed reports.

If you still have questions or need any clarification, please feel free to contact us at any time at support@recurpost.com.