Users
Table of Contents:
How to Invite and Manage Ongage Users
Here you'll find info on how you can invite and manage your Ongage users who will be accessing and using the Ongage marketing platform.
Ongage offers a variety of roles and access permissions, see details below.
How to Invite a new Ongage User
Overview
In Ongage, one can Invite Users. Instead of creating the user account directly, Admins (or Admin Managers) can send an invitation that the user needs to accept to set up their user in the account.
How to Invite a User
Log in to Ongage Account.
Navigate to Settings, Open the Users section and Click Invite User.
Enter the Email Address of the user, select Role and Select Allowed sending lists (If needed) and Click Send Invite.
Note: The invited user will receive an email containing an Activation Link.
User Activation Process
After receiving the invitation email:
The user opens the invitation email and clicks on the Activation Link (Accept Invitation).
The user can select SSO Login (Continue with Google/Continue with Microsoft) and directly Login to the account.
If the user selects this, every time, they just need to use SSO Login (Continue with Google/Continue with Microsoft) to enter the account, no need to setup Password/2fa for the user.Another option is to Continue with Email and the user needs to set their Password. After that, use Email and Password to Login and set up 2fa for the user to enter the Account.
How to Restrict User Access to a Specific List(s)
As noted above, when creating or editing a user, under the 'Allowed sending lists' drop-down menu-item, one can select which list or lists that user will have access to.
List access restriction can be applied to General Users and to all users with less permissions than General Users (i.e., Email Marketer, Content Writer and Report Viewer).
Users who are restricted to a specific sending list(s), will only see, and have access to those lists. All others Sending lists, which they do not have access to, will be invisible and inaccessible to them.
User Roles and Access Permissions
Only users with ‘Admin’ privileges can create a new user.
When adding a new user, an Admin can choose any one of the following user roles (types) below, each with its own set of access permissions.
Admin users can see all other users in their account. General users can only see/edit their own user. All other roles can not access the User Management page.
Admin
Create/Edit and view all other user roles (including other Admins), but cannot change the role of any other admin.
Can access all lists and cannot be restricted to any list.
Has access to the 'Account Profile' page.
Can control list access for all other non-admin users.
Has complete access rights to every page, menu and sub-menu in platform.
Has export rights.
Admin Manager
The Admin Manages has all the permissions of a regular Admin noted above.
What makes it different from all other Admins, is that a regular Admin cannot change the settings of an Admin Manager. An Admin Manager can change the role and access of other regular Admin users.
The first person that opens a new Ongage account will have this permission and the label will read 'Admin Creator'.
General User
Has full access to:
Campaigns: and all sub-menus.
List: and all sub-menus including import, export and add/update contact.
Content: and all sub-menus.
Analytics: and all sub-menus.
Vendor Settings: and all sub-menus.
Account: access to most sub-menus but limited access to Account Profile page. Does have access to all Suppression lists.
Does not have access to:
Can be limited to specific list(s). See: List access restriction in previous section.
Account:
Limited access to Profile page. Cannot edit Company Info and cannot see the Account Limits table.
User Management: can only see their own user (can't see create or edit any other user).
Lists Manager: cannot change the default setting of a list.
General User (No Export)
Is a special General User type without export permissions.
Email Marketer (No Import/Export)
Has access to:
Campaigns & Content: all menus and sub-menus.
List: access to Overview, Segments, List Settings, not including 'General' List Settings. No access to Automation Rules.
Analytics: access to all sub-menus except 'Contact Activity' and 'Custom Aggregate Report' (the latter exception is one of the main differences from Email Marketer (No List Settings) below).
Account: Only has access to ESP/Domain Routing.
Does not have access to:
Can be limited to specific list(s). See: List access restriction in previous section.
List: no access to Import, Export, Contacts Manager, Conversion Points and Automation Rules.
Analytics: no access to Contact Activity & Custom Aggregate Report (another difference from Email Marketer (No List Settings) below)
Vendor Settings: no access to all sub-menus.
Account: no access except to ESP/Domain Routing.
Disabled List sub-menus
Disabled Report Sub-menus:
Disabled Tools Sub-menus:
Disabled Vendors Sub-menus:
Email Marketer (No List Settings)
Has access to:
Campaigns & Content: all menus and sub-menus.
List: Overview Import, Export, Segments Contacts Manager, Form Builder (compare to difference with above Email Marketer (No Export) ).
Analytics: all sub-menus
Does not have access to:
Can be limited to specific list(s). See: List access restriction in previous section.
List: no access to Conversion Points, List Settings and Automation Rules.
Vendor Settings: no access to all sub-menus.
Account: no access to any settings sub-menu.
Disabled List sub-menus
Disabled Tools sub-menus
Disabled Vendors sub-menus
Content Writer
Has access to:
Content: access to all sub-menus (Email, Templates, SMS, Images).
Does not have access to:
Can be limited to specific list(s). See: List access restriction in previous section.
List: no access to all sub-menus.
Campaigns: no access to all sub-menus.
Analytics: no access to all sub-menus.
Account: no access to all sub-menus.
Report Viewer
This role was designed for agencies in mind that want to provide permissions to their clients to login to the agency's Ongage account, in order to see their campaign stats only (for users that need fuller Analytics access use the "Email Marketer" role).
Can be limited to specific list(s). See: List access restriction in previous section.
Has access to:
Aggregate Report only (and can view the campaign tab only in that report).
How to Reset a User's Password
Click on the Settings go to 'Users'
In the User section scroll down to the desired user and click "Edit"
Click on the 'Change password' option and add New password
Appendix
Detailed Product/Role Permissions Access Excel
For a complete detail of access to each and every section of the product per role you can download the following excel:
How to set the time zone of a user
As of November 2019 all new accounts created in Ongage have an account level time zone setting (see Account Settings), and the user level time zone setting in those new accounts is not available.
Accounts created prior to November 2019, but where all users had the same time zone, were also migrated to the new Account Level time zone settings.
Accounts created prior to November 2019, that had users with different time zone settings remained as is.
Underneath the hood user level time-zone settings use universal time, that get's displayed to each user according to their specific time zone setting.
Go to the account settings menu in upper right-hand corner of web-app and choose the 'User Management' menu option:
Select the relevant user and in the Action column choose 'Edit'
In the Time Zone field select and set the desired time zone value:
Click 'Save'