User Roles & Access Control

Voucherify organizes work on promotional campaigns with Users and Projects. These components give you the ability to launch enterprise-grade promotions, which require the involvement of many parties. Let's see how access control in Voucherify works in practice.

Contents

  1. Key Concepts
  2. Merchants with no access to the dashboard
  3. Roles of users with access to the dashboard:
    1. Assign a user to a built-in role
    2. Create a custom role and assign user (enterprise feature)
  4. Role permissions

If you want to share and redeem promo codes by collaborating with affiliates, we supplied Voucherify with features that enable you to limit users' access to the dashboard and perform particular actions only.

Key concepts

  • Users – you can invite team members to collaborate on campaigns on the Dashboard. After account confirmation, new users can be granted access to projects. Each user's activity is tracked and can be seen in the audit logs. Go here to learn how to invite new members.
  • Projects – projects group campaigns in collections. The primary goal of projects is to help you control user access to campaigns. You can define which users have access to separate projects. For example, Jane can operate only on new acquisition campaigns but cannot access employee discounts. Go here to learn more about managing your projects. 
  • API keys – each project can have multiple API keys. This gives you the ability to control how your team members and 3rd party vendors interact with the API and access data. Learn more about API keys here. 

The user structure is managed per project. However, the custom roles are defined for the whole organization.

Merchants with API keys

Merchants with API keys are allowed to perform validation and redemption of single incentives only, excluding other activities, as they do not have access to the Dashboard. You can make as many redemption points as you want to and keep the only rights to create and manage your coupons.

Coupons are generated and managed by your Voucherify account.

  1. When vouchers are ready, you can deliver them to your affiliates (Merchants) where they are published.
  2. Customers can now come to these stores (Merchants) to redeem their codes.
  3. The Merchant sends a redemption request to Voucherify. If the coupon is valid, Voucherify sends a positive response, and the redemption is successful (all redemption details are noted in your Voucherify account).

Go here to learn more about the coupon redemption process.

Configuration

The Merchant role is available with unique API keys, which you can create in the Voucherify Dashboard.

  1. To begin, open the Project Settings and go General > Application Keys section.

  2. Choose Plus to generate unique API keys and assign them to a particular merchant (you can add as many merchants as you want to). After you define a name for a merchant and choose the Merchant role, choose Create access API key option.
  3. Share the API key with your affiliate and send the coupons (see export options) to publish. With these credentials, the Merchant can validate/redeem delivered codes.

Users with dashboard access

Within Team settings, you can also assign particular roles to your team members and affiliates. Roles control what kind of access to your data a specific user is granted. 

The roles can be added only by the ADMIN user, who doesn't have any limits on an account.

The process is divided into two main steps:

  1. Define a role – grant access to particular data and activities (endpoints).
  2. Invite a new team member and assign them to the role.

Role types

While inviting a new team member to the project, an administrator can assign one of the built-in roles:

Role Description
ADMIN Has full access to everything in the workspace.
USER Can read, modify and export data from an assigned project, but cannot add new team members or create new projects.
RESTRICTED USER Can manage and perform campaign tasks (like validation, redemption, and rollbacks) only within their assigned areas or stores, which are set by an admin or account owner.
VIEWER Can read all data from an assigned project and export data, but cannot modify any data.
MERCHANT Can search vouchers by the code, search customers by their source id, email, and phone number, redeem vouchers and view redemptions invoked with his/her account. Merchants have access to the products list but can't update or create products. They won't be able to read any other data in the project or perform any other action besides a redemption. Merchants are allowed to export their redemptions.
CUSTOM ROLE (enterprise feature) ADMIN can create new roles and set access rights allowed for each of them. By default, custom roles have data export disabled.
To get access to the Custom roles, you need to have an Enterprise subscription.

Managing roles

To manage Users' Structure, go to the Team settings – ROLES.

In the roles directory, you can:

  • view actions performed within predefined roles (click on a role name to view details),
  • add new roles (see the section below),
  • edit your custom roles with the pencil tool. (enterprise feature)

Assign a user to a built-in role

You can invite a new team member to use one of the default roles (User, Merchant, or Viewer). Read more here.

Create a custom role and assign a user (enterprise feature)

If you'd like to add a new role, follow these steps:

  1. In Team Settings > Roles, duplicate one of the predefined roles, and the app will direct you to the edit tool.

  2. Name your role, select the limitations of your given user role, and click Save.

  3. Go to Team Settings > Team. If you choose to add a  new member, click Invite Member.

    1. You will have the option of adding an email address and their first and last name, adding the user to a project, and assigning the custom role to the user within the project scope.

    2. To add the user to a project, Select a Project from the list and then select the Role the user will have within the project.

    3. To remove the user from a project, click on the X button.

    4. When you are finished with assigning projects and roles, click  Invite Member. Read more about inviting a member here.

  4. If you choose to edit a user, click on the tricolon ⁝ next to the user whose role you would like to modify, then choose Edit. You have the option of updating their first and last name, remove the user from a project, add the user to a project and assign the custom role to the user.

    When you are finished with assigning projects and roles, click Save.

Role permissions

The table below lists all permissions available and the default roles.

Custom roles can be configured with any combination of available permissions for precise control over user actions and access.

Permission ADMIN USER VIEWER MERCHANT USER_RESTRICTED
General Permissions
Read dashboard YES YES YES NO YES
Access onboarding process YES YES NO NO YES
Areas Permissions
Join areas and stores NO NO NO NO YES
Manage areas YES NO NO NO NO
Read areas YES YES YES YES NO
Campaigns Permissions
Read Campaigns YES YES YES NO YES
Create Campaigns YES YES NO NO YES
Modify Campaigns and related Validation Rules YES YES NO NO YES
Delete Campaigns YES YES NO NO YES
Enable Campaigns YES YES NO NO YES
Disable Campaigns YES YES NO NO YES
Export Points Expirations YES YES YES NO YES
Limitations (Campaigns)
Campaigns' updates must be approved by Managing User NO NO NO NO NO
Created Campaigns must be approved by Managing User NO NO NO NO NO
Campaign Templates Permissions
Read Campaign Templates YES YES YES NO NO
Create and modify Campaign Templates YES YES NO NO NO
Delete Campaign Templates YES YES NO NO NO
Voucher Permissions
Read Vouchers YES YES YES NO YES
Read Voucher by code YES YES NO YES YES
Create Vouchers YES YES NO NO YES
Import Vouchers YES YES NO NO YES
Export Vouchers YES YES YES NO YES
Modify Vouchers YES YES NO NO YES
Delete Vouchers YES YES NO NO YES
Enable Vouchers YES YES NO NO YES
Disable Vouchers YES YES NO NO YES
Redeem Voucher YES YES YES YES YES
Rollback Redemptions YES YES NO NO YES
Publish Voucher YES YES YES NO YES
Add balance to Gift Vouchers YES YES NO NO YES
Limitations (Vouchers)
Adding vouchers to existing Campaign must be approved by Managing User NO NO NO NO NO
Vouchers' updates must be approved by Managing User NO NO NO NO NO
Created standalone Vouchers must be approved by Managing User NO NO NO NO NO
Redemptions Permissions
Read Redemptions YES YES YES YES YES
Read Redemptions history of identified Voucher YES YES YES NO YES
Rollback Redemptions YES YES YES NO YES
Export Redemptions YES YES YES YES YES
Limitations (Redemptions)
Limit listing of Redemptions to those done by User NO NO NO YES NO
Distributions Permissions
Read Distributions and Publications YES YES YES NO YES
Create and modify Distributions YES YES NO NO YES
Enable Distributions YES YES NO NO YES
Disable Distributions YES YES NO NO YES
Export Publications YES YES YES NO YES
Customers Permissions
Read Customers YES YES YES NO YES
Read single Customer by ID or Source ID YES YES NO YES YES
Create and modify Customers and Segments YES YES NO NO YES
Export Customers YES YES YES NO YES
Import Customers YES YES NO NO YES
Products Permissions
Read Products YES YES YES YES YES
Create and modify Products and Products Collections YES YES NO NO YES
Import Products YES YES NO NO YES
Orders Permissions
Read Orders YES YES YES NO YES
Create and modify Orders YES YES NO NO YES
Import Orders YES YES NO NO YES
Export Orders YES YES YES NO YES
Events Permissions
Read events and technical logs YES YES NO NO YES
Project Settings Permissions
Access Project Settings YES YES
NO NO YES
Access and configure Integrations YES NO NO NO NO
Access to Project's Users list (required for features like Validation Rules or Redemptions filtering) YES YES
YES NO YES
Modify base Project Details (like Locale, etc) YES NO NO NO NO
Read API keys and other Settings YES YES
NO NO NO
Modify API keys and other Settings including upgrading API version YES NO NO NO NO
Read defined Webhooks YES YES
NO NO YES
Create and modify Webhooks YES NO NO NO NO
Read Metadata Schema YES YES
NO YES YES
Add and modify Metadata Schema YES NO NO NO NO
Read Custom Event Schema YES YES NO NO YES
Add and modify Custom Event Schema YES NO NO NO NO
Delete Custom Event Schema YES NO NO NO NO
Validation Rules Permissions
Read Validation Rules YES YES YES NO YES
Create and modify Validation Rules YES YES NO NO YES
Delete Validation Rules YES YES NO NO YES
Limitations (Validation Rules)
Validation Rules' changes must be approved by Managing User NO NO NO NO NO
Landing Pages Permissions
Read Landing Pages YES YES YES NO YES
Create and modify Landing Pages YES YES NO NO YES
Delete Landing Pages YES YES NO NO YES
Locations Permissions
Read Locations YES YES YES NO YES
Create and modify Locations YES YES NO NO YES
Delete Locations YES YES NO NO YES
Categories Permissions
Read Categories YES YES YES NO YES
Create and modify Categories YES YES NO NO YES
Delete Categories YES YES NO NO YES
CMS Integrations Permissions
Bloomreach YES YES NO NO YES
Contentful YES YES NO NO YES
Amplience YES YES NO NO YES
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