User And User Groups

Get details on inviting users to Statusbrew, managing access and permissions, organizing users into groups, and understanding different user types

User And User Groups

What Can I Access in Statusbrew Based on My Role?

Your access in Statusbrew is determined by your role. Each role has a different level of access across Settings, Publish, Engage, and Reports.

This article explains what each role can see and do across the entire product.

Personal Account Settings

Every user in Statusbrew, regardless of role or permissions, can always access their personal account settings. Go to your avatar at the bottom-left corner of the screen to access:

  • Account: Update your name, profile photo, language, timezone, and date and time format

  • Mail: Manage email preferences

  • Notification settings: Control what notifications you receive and how

  • Security settings: Manage your account security

  • Password change: Update your password

  • Advanced settings: Additional account-level preferences

How Do I Know What My Role Is?

The quickest way to identify your role is to look at your welcome dashboard and the Settings sidebar.

Welcome dashboard:

owner-and-primary-owner-welcome-dashboard-view

  • If you can see everything but no Billing, you are an Admin

  • If you can see Compose, Publish, Engage, Reports, and Settings, but no Rule Engine and no Billing, you are a Regular User

The Regular User dashboard always looks the same regardless of what permissions have been assigned. What changes is what you can actually see and do when you navigate to each section.

Settings sidebar:

  • If your Settings sidebar shows everything but not Users, User groups, Space Settings, and Organization settings, you are an Admin

  • If your Settings sidebar only shows Profiles and Integrations, you are a Regular User

Primary Owner

The Primary Owner is the highest role in a Statusbrew workspace. There is only one Primary Owner. They have unrestricted access to every feature across Settings, Publish, Engage, and Reports.

Settings

Primary Owners have access to the full Settings sidebar and can create, edit, and manage everything within it:

  • Profiles and Profile groups: Connect & manage connected social profiles and organize them into groups

  • Users and User groups: Add, archive, and manage team members and organize them into groups

  • Integrations and Ad Accounts: Connect third-party tools like Slack, Teams, HubSpot, etc., and manage paid ad performance by connecting Meta, LinkedIn, and TikTok ad accounts.

  • Tags: Create and manage tags used to categorize conversations and posts

  • Rejection reasons: Define the reasons used when rejecting posts for publishing

  • Notification Rules: Set up automated notifications for team activity

  • Macros (Saved replies): Create reusable reply templates and automated actions for Engage

  • Team activity logs: View a full log of actions taken by team members (Enterprise plan only)

  • Office hours: Set working hours for your team to manage response time expectations

  • Shared links: Manage all shared calendars and report links across the workspace

  • Scheduled reports: Set up automated report delivery to internal or external recipients

  • Competitor channels: Add competitor profiles (Facebook, Instagram, X (Twitter)) to track and benchmark their performance

  • Approval workflows: Create multi-step content approval processes for publishing

  • Custom post variables: Define reusable variables to insert into post content dynamically

  • Posts scheduling: Temporarily pause all scheduled posts from publishing in this space. When paused, only posts sent using Send now will go live. Scheduled posting resumes once this setting is turned off.

  • Link presets: Save UTM parameters and tracking links for reuse across posts

  • Custom fields: Create custom data fields for conversations in Engage

  • AI brand voice: Define your brand's tone and style for Brew AI to follow

  • Engage settings: Control how conversations are grouped in Engage. Choose By contact (all comments from the same person on a post are grouped into one conversation) or By comment (each comment starts its own conversation)

  • Space settings: Update the space name, upload a space picture, or delete the space

  • Organization settings: Update your organization name and control whether team members can access Statusbrew from the mobile app

Users

Primary Owners have full control over user management:

  • Add new users to the workspace

  • Archive any user, including other Owners

  • Change any user's role or access level

  • Transfer Primary Ownership to another Owner (the recipient must already be an Owner. If they are a Regular User, they must first be promoted to Owner before ownership can be transferred)

Publish

publish-view-for-primary-owner

Primary Owners have full access to all publishing features across every profile in their space:

  • Create, schedule, and publish posts directly to any profile

  • Use Compose, Story Composer, X(Twitter) Threads Composer, and Bulk Schedule

  • Manage content using Boards, Categories, and Calendars

  • Use Asset Manager and RSS Feeds

  • Create and manage Publish Rules

  • Create and manage Approval Workflows (from Settings)

  • View Post Performance analytics

  • Fully edit and customize BrewLink in Bio

All roles can add posts to the BrewLink in Bio grid, but only Primary Owners, Owners, and Admins can edit and customize it. Regular Users with even full permissions cannot customize BrewLink in Bio.

Approval Workflows can only be created and managed from Settings. When scheduling a post, any user with Full Publishing rights can skip approval workflow steps and publish directly if that option is enabled in the workflow settings.

Engage

engage-view-for-primary-owner

Primary Owners have full access to all Engage features across every profile:

  • View, reply, assign, close, and reopen all conversations

  • Create and manage Engage Rules

  • Create and manage Brand Keywords

  • Create and manage Team Inboxes and Views

  • Create and manage Macros

  • Full access to Contacts and CRM

  • All conversation actions: sentiment, priority, watchers, tags, custom fields, notes, macros

Reports

reports-view-for-primary-owner

Primary Owners have full access to all reports across every profile:

  • Create, edit, and delete any report

  • Add and delete widgets

  • Add collaborators with View or Edit access

  • Schedule and share reports with internal and external users

    • Can see all reports in the space

Owner

Owners have identical access to Primary Owners across Settings, Publish, Engage, and Reports, with two exceptions:

  • Cannot archive other Owners (can archive Admins and Regular Users only)

  • Cannot transfer Primary Ownership

Everything else, including Billing, Publish Rules, Engage Rules, Macros, Brand Keywords, and full Reports access, is identical to the Primary Owner.

Admin

Admins have full access to features within the specific space or spaces they have been assigned Admin of.

Settings

Admins have access to most of the Settings sidebar. The following are not visible or accessible to Admins:

  • Users (not visible)

  • User groups (not visible)

  • Space settings (not visible)

  • Organization settings (not visible)

  • Billing (not accessible)

Admins can manage profiles, add and remove social profiles, and have full access to everything else in Settings, including Tags, Macros, Approval Workflows, Engage settings, Notification Rules, Custom fields, and more.

Users

Admins cannot add, archive, or manage users in spaces to which they have been assigned Admin access. That is restricted to Primary Owners and Owners.

However, an Admin can create their own new space. When they do, they automatically become the Primary Owner of that new space and have full control over it.

Publish, Engage, and Reports

Within their assigned space, Admins have the same access as Primary Owners and Owners:

  • Full access to all profiles in their space across Publish, Engage, and Reports

  • Can create and manage Publish Rules, Engage Rules, Approval Workflows, Macros, and Brand Keywords

  • Can fully edit and customize BrewLink in Bio

  • Can create, edit, schedule, and share Reports

All of this applies only within the space or spaces the Admin has been assigned to.

Regular User

Regular Users only see and access what they have been explicitly given.

By default, a Regular User with no permissions assigned can still access workspace-level features.

With No Permissions Assigned

Even without any profile permissions, a Regular User can access the following:

Settings:

  • Can see only assigned profiles under Settings → Profiles

  • Cannot see Users, User Groups, Profile Groups, Tags, or any other Settings menu items

Publish:

  • Can view and add calendar events

  • Can access Asset Manager, RSS Feeds, Categories, and Calendars

  • Can open the Compose window, but cannot post since no profiles are assigned

Engage:

  • Can view Listening and Brand Keyword conversations

  • Can add internal notes, apply macro actions, add media to notes, and tag team members in notes

  • Can assign conversations (Listening only), apply sentiment, mark priority, and add watchers

  • Can apply custom fields, add and view contact details, and add contact notes

  • Can create views and folders

Reports:

  • Can access the Reports section and create reports (Listening data only, no profile data)

Collaborator access:

Team Inbox

If added to a Team Inbox, the user can interact with conversations within that inbox even without any profile permissions.

Available actions include: reply, private reply, reply and close, hide and close, delete and close, add notes, assign conversations, apply sentiment, mark priority, add watchers, apply tags, add to inbox, and view contact details.

Within a conversation, the All tab (which shows all comments from that user on the post) is not accessible.

The user can only see the individual comment they are viewing, not the full comment history from that contact.

Approval Workflow

If added as an approver via a formal Approval Workflow, the user receives an email notification and can open the post directly from the email link. If a shared calendar link has also been sent to them, they land on the calendar at external.statusbrew.com, where they can see all past and scheduled posts. They can only approve, reject, suggest edits, and leave comments on posts where they have been explicitly added as an approver. No action is possible on other posts visible in the calendar.

If a user is added as an approver directly while scheduling a post (without selecting a formal Approval Workflow), they will not receive any email notification and cannot take any action on the post, even if a shared calendar link is sent to them.

Engage View or Report

If added as a collaborator on a specific Engage view or Report, no data will be shown until at least one profile permission is assigned.

Board

Being added to a Board does not grant profile access. At least one publishing permission (Full Publishing, Create Post (Needs Approval), or View Planner) must be explicitly assigned on a profile for any content to appear in that board.

Team Inbox and Approval Workflow access are granted independently of profile permissions. A user can engage with content they have been explicitly invited to, even with zero profile-level access.

With Full Publishing

regular-user-view-with-full-publishing-access

  • Can create and publish posts directly to assigned profiles

  • Full access to Publish sidebar: All Posts, Drafts, Needs Approval, Rejected, Failed, Recalled, Boards, Bulk Scheduling

  • Can assign an approval workflow to a post (cannot create one)

  • Can add tags, watchers, apply custom fields, and access Brew AI

  • Can access network-native features (e.g., dark post on Facebook, add collaborator on Instagram)

  • Can create a calendar event and plan content with team members

Cannot do: Create Publish Rules, create Approval Workflows, create tags, edit BrewLink in bio, or create custom fields.

Any user with Full Publishing Access of a profile or profile group, can edit a post or add/remove another approver and schedule content.

With Create Post (Needs Approval)

Same as Full Publishing, except posts cannot go live without approval from an authorized user. The Schedule button is not visible. The user must first select an approver or an Approval Workflow, after which the button changes to Send for Approval.

This user also cannot approve anyone else's content.

With View Planner

  • Can view the full content calendar (scheduled and published posts), Boards, and Calendars

  • Can leave comments on posts and tag team members in comments

  • Can apply tags to posts

  • Can create shared calendar links

Cannot do: Create, edit, or publish any posts. Cannot approve content.

With Engage Full Access

engage-full-access-view

  • Full access to profile-specific conversations: comments, DMs, mentions

  • Can reply, close, reopen, like, and assign conversations

  • Can create Views, folders, and Team Inboxes

  • Can apply macro actions (cannot create macros)

  • All conversation actions: sentiment, priority, watchers, custom fields, notes, contact details

Cannot do: Create Engage Rules, create macros, create tags, create custom fields

With View Conversations

  • Can see profile-specific conversations (comments, DMs, mentions, etc.)

  • Can create views and folders

  • Can add internal notes, tag teammates in notes, like a conversation

  • Can apply sentiment, priority, watchers, custom fields, and contact details

Cannot do: Reply publicly to any conversation. Cannot hide or delete comments.

With Moderate Conversations

Everything in View Conversations, plus:

  • Can hide and delete comments

  • Can apply macro actions

Cannot do: Reply publicly to any conversation

With Create Reports

  • Can create reports from scratch or using templates

  • Can add and delete widgets, add collaborators, schedule, and share reports

  • Can only see reports they own or have been added to as a collaborator (View or Edit)

Without Create Reports, a Regular User can still access reports they have been explicitly added to as a collaborator, but cannot create new ones.

With All Permissions

Grants every profile-level permission at once: Full Publishing, Create Post (Needs Approval), View Planner, Engage Full Access, Moderate Conversations, View Conversations, and Create Reports, all applied for the assigned profile or profile group.

The All permission only controls what a Regular User can do on a profile. It does not change their role or grant admin-level capabilities. Even with All permissions, a Regular User still cannot create Engage Rules, Publish Rules, Approval Workflows, Brand Keywords, macros, tags, custom fields, user groups, or profile groups, and cannot access Settings beyond Profiles and Integrations.

Guest User

A Guest User is an external collaborator, typically a client, who can review, approve, or suggest edits to posts without needing a Statusbrew account or a paid user seat.

Guest Users never log into the main Statusbrew app. Instead, they access content through:

How to Add a Guest User?

Go to Settings → Users → click the dropdown arrow next to Add users → select Add guest user → enter their email address and click Add.

You can also add a Guest User by entering their email address in the Approvers field when creating an Approval Workflow, or in the Recipients field when sharing a calendar link or report. Statusbrew will automatically create a Guest User account for them.

What a Guest User Can Do?

  • View posts shared with them via a calendar link

  • Approve or reject posts

  • Suggest edits on posts

  • Leave comments and reply to team comments on posts

What a Guest User Cannot Do?

  • Log in to the main Statusbrew app

  • Access any workspace settings, profiles, or features

  • See anything beyond what has been explicitly shared with them

Who Can Manage Guest Users?

Primary Owners, Owners, and Admins can add and remove Guest Users.

Guest Users do not consume a paid user seat. You can add as many external approvers as needed without affecting your plan's user count.

FAQs

Why can I see Publish, but there are no posts in the calendar?

You have access to the workspace-level calendar, but no profile permissions have been assigned to you yet. Posts only appear once you have at least View Planner permission on a profile. Contact your Admin, Owner, or Primary Owner to get access.

Why can I not see the Rule Engine on my dashboard?

Rule Engine is only visible to Primary Owners, Owners, and Admins. Regular Users do not have access to create or manage Engage Rules, regardless of the permissions assigned to them on profiles.

I can see Engage, but there are no conversations. What's wrong?

If you have no profile permissions assigned, you can only see Listening and Brand Keyword conversations. Profile-specific conversations (comments, DMs, mentions) only appear once an Engage permission has been assigned to you on a profile. Contact your Admin, Owner, or Primary Owner.

Can I have different permissions on different profiles?

Yes. Permissions are assigned to profiles or profile groups. You may have Full Publishing on one profile and View Planner on another, depending on what your Admin has set up.

I am an Admin, but I cannot see a space. Why?

Admins have access only to the spaces to which they have been explicitly added as Admins. If a space is not visible, ask your Primary Owner or Owner to add you as Admin for that space.

Can a Regular User become a Primary Owner?

Not directly. The current Primary Owner must first promote the Regular User to Owner, and then transfer Primary Ownership to that newly promoted Owner.

Why can I not create tags or macros even with full profile permissions?

Tags and macros can only be created by Primary Owners, Owners, and Admins. Regular Users with any permission level, including All, can only apply existing tags and macros, not create them.

What is the difference between View Conversations and Moderate Conversations?

View Conversations gives read-only access to profile-specific conversations. Moderate Conversations adds the ability to hide and delete comments. Neither permission allows public replies.

Why can I not see Billing in Settings?

Billing is only accessible to Primary Owners and Owners. Admins and Regular Users cannot see or access Billing.

I lost access to a profile I had previously been able to see. What happened?

Your permissions may have been updated or removed by an Admin, Owner, or Primary Owner. Contact whoever manages your workspace to confirm your current access.