Users in MediaOS are employee licenses that allow your team to access and operate within the platform. Setting up user accounts correctly ensures each team member has the proper permissions and tools to work effectively within their role.
Adding a User #
Only an Admin can create new users in MediaOS. To begin, log in as an Admin and click your user profile in the bottom-left corner of the screen. From the navigation menu, select Users to open the account users window. Once there, click the + Add User button to open the new user setup panel.
Administrators can also add users on the fly wherever a User select field appears throughout the system, making it quick and easy to assign responsibility during workflow configuration.
In the new user window, enter the user's first name, last name, email address, and phone number (optional). You’ll also need to assign a password and confirm it.
Tip: A best practice is to set the initial password as Changeme, and have the user update it immediately upon their first login.
Next, assign a Primary Role using the dropdown menu. This role determines the user's main function within the platform. After that, enable additional User Roles as needed. User Roles control what parts of the system a user can access, and allow you to limit or expand administrative permissions. If you need guidance on which roles to choose, refer to the linked knowledge base articles on User Roles and User Role References.
Depending on the roles selected, you may see options for Additional Permissions. These allow you to enable capabilities like exporting contacts or allowing imports.
Tip: Contact the MediaOS support team before initiating an import to ensure everything is set up properly.
You can also configure the user’s Reporting Structure and Group Access. This feature allows you to link sales managers and assistants or assign users to custom groups, which helps streamline reporting and approval flows across your organization.
Once all fields and preferences are set, click Save in the bottom-right corner to create the new user account.
Managing a User #
To edit an existing user, return to the Users window and click the pencil icon next to the user’s name. This will open the User Preferences window, where you can update roles, permissions, and account settings.
From this window, you can upload or change the user's profile picture by selecting a file from your local drive or an online source. You can also assign the user as your support contact, enable or disable daily digest emails, allow contact exports, or assign the user to a group for access control.
Once you’ve reviewed and adjusted the settings, click Save to apply your changes.
