Add a user and manage their access

An Affilae account can be shared between several people: colleagues, a freelancer or an agency. Each person gets their own login and an access level that you choose, from full control to rights limited to a single program.

Open the Users page

The path depends on your side of the platform:

• Advertiser: My account, then the block named after your company, then Users.
• Publisher: My account, then Users.

The page that opens is titled Users.

MY ACCOUNT

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Details

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Users

Subscription

Invoices

The list shows four columns: Users names, Last login, Permissions and Actions. An email address shown in red with a warning triangle means the invitation has not been validated yet, and the tooltip reads This email is not confirmed.

Invite a new user

1. Click New user, at the top right of the page.
2. Fill in Firstname, Lastname and Email. The address must be unique, it cannot already belong to another user of the account.
3. Choose the Language (FR, EN or ES) and the Timezone. They set how the interface and the dates appear for that person, not for you.
4. Enter a valid Phone number, country code included. The submit button stays greyed out until the number is recognised.
5. Leave the Permissions switch off to grant full access, or turn it on to restrict the rights (see the next section).
6. Click Submit. The message The user has been created confirms that the invitation was sent.

The person immediately receives an email titled Invitation to collaborate, with a Go to Affilae button. It leads to the Welcome to Affilae page, where they choose their own password. So you never create their password for them, and you have nothing else to send.

The three access levels

Affilae has three levels, shown as a tag in the Permissions column of the list.

The Permissions switch in the form drives that choice. Its help text says it plainly: « If this button is not selected this user will have an admin role, upon activation you will be able to choose the services to which they will have access. »

Set custom rights

Once the Permissions switch is on, three settings appear:

• Marketplace access: contact and recruit new partners.
• On the advertiser side, Manage billing details: subscription, invoices and company info. On the publisher side, the equivalent is Manage company information.
• Define permissions per affiliate program on the advertiser side, Define permissions per affiliate profiles on the publisher side. Then select the programs concerned and turn on Allow access to the program, called Allow profile access on the publisher side.

Every right left off is recalled by an information message: « If the option is not enabled, the user will not have access to … ».

Select one single program to set its seven rights one by one:

On the publisher side the same seven rights exist with adapted labels: Manage product requests, Messaging access, Edit profile settings, Manage conversions, Manage partnerships, Manage ad elements and Manage payment requests.

What only the owner can do

• Transfer account ownership to another user.
• Remove a Full Access user, and edit the owner’s own profile.
• Permanently delete the account, from Delete my account.
• On the publisher side, open My account > Regulatory Declaration > Form (DAC7). Other users see the message « Only the owner of the account can provide this information. »

Transfer account ownership

This is the procedure when the owner leaves the company. They must do it themselves, before leaving.

1. Logged in with their own account, the owner opens the Users page.
2. On their own row, they click the transfer icon (two horizontal arrows). It only appears if there is at least one other user.
3. In the Change account owner window, they pick the person in Select the user.
4. They tick Transfer my programs to the selected user if they were a program manager.
5. They confirm with Confirm. The message The account owner has been successfully changed closes the operation.

Remove a user

1. On the person’s row, click the bin icon in the Actions column.
2. The window Are you sure you want to delete this user? recalls their name and email.
3. Confirm with Delete. The message user deleted appears.

Two situations block the removal:

• User is a billing contact and cannot be deleted. Appoint another person as billing contact first.
• This user is a program manager. The button stays inactive, and an Edit the program link takes you straight to changing the manager.

You cannot remove yourself: the bin icon never appears on your own row.

Why open accesses rather than share a password

• Each person has their own login, language and timezone, which stops passwords from circulating by email.
• The Last login column shows you who really uses the account.
• An agency can work on a single program without seeing your billing or your other programs.
• When a team member leaves, one removal is enough, no need to change everybody’s password.

Best practices

• Keep Full Access for two or three trusted people, and use Personalized for every external contributor.
• Always leave Manage billing details off for an agency, it does not need to see your subscription or your invoices.
• Review the list at the end of each assignment, and remove the accesses that are no longer needed.
• Check that the email is no longer shown in red a few days after the invitation, that is the sign the person activated their access.
• Before an owner leaves the company, transfer ownership. Otherwise nobody will be able to perform the actions reserved to them.

Three concrete examples

• An agency on a single program. You invite its consultant, turn on Permissions, tick Marketplace access, leave Manage billing details off, then select the relevant program and grant Manage affiliate partners and Messaging access. They recruit and talk to affiliates, without touching commissions.
• An intern who only reads performance. You invite them as Personalized, select one program, turn on Allow access to the program and leave the seven detailed rights off. They can browse the program without changing anything.
• The founder hands over. Before leaving, the owner opens Users, clicks the transfer icon on their row, picks the new lead and ticks the program transfer. She becomes Owner and can then manage the whole team’s accesses.

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