Apsis One has three user role types: Account Owner, Admin User, and Regular User (also called Restricted User). Each role comes with different defaults for which tools, Sections, and account settings the user can see and modify. On top of the role, you fine-tune access through individual tool permissions and Section permissions.
💡 Why role granularity matters
Not every user should see every tool or every Section. A content writer working only on Heartland brand newsletters doesn't need access to your Norwegian Section's profile data, and a junior team member learning the Email tool doesn't need permission to edit the Data Model. Tighter, role-appropriate access protects data, reduces accidental damage, and keeps the interface manageable for each user.
In this article
Role overview at a glance
Role | Tool access | Section access | Account settings | Manage other users |
Account Owner | All tools | All Sections | Full access | Can assign/revoke Admins and Restricted Users |
Admin User | All tools | All Sections | Full access | Can invite and edit Restricted Users only — not other Admins |
Regular / Restricted User | Only tools they're granted | Only Sections they're granted | Only their own Profile Settings | No |
Account Owner
The Account Owner is the role created with the account itself. Every account has at least one Account Owner — typically the person who first set up Apsis One for the business.
The Account Owner has full access to every tool, every Section, and every Account setting, and is the only role that can assign or revoke Admin Users.
Changing the Account Owner can only be done by Apsis
Account Owner status cannot be assigned or revoked through the user interface. If you need to transfer the Account Owner role (for example, the original owner has left the company), contact Apsis Customer Service from the email address currently associated with the Account Owner.
Admin User
Admin Users are created and assigned by the Account Owner. By default, an Admin User has access to all tools and all Sections — like an Account Owner — but with two important limitations:
Admin Users cannot assign or revoke other Admin Users.
Admin Users cannot remove or edit other Admin Users (including the Account Owner).
What Admin Users can do:
Invite Restricted Users.
Assign and edit tool and Section permissions for Restricted Users.
Remove Restricted Users.
Manage Account-level settings (Sections, API keys, Custom Domain, etc.).
Regular User (Restricted User)
A Regular User (also called a Restricted User) has a limited set of permissions. Their access to specific tools and Sections is granted by an Account Owner or Admin User.
Restricted Users cannot:
Access the Account Settings (apart from their own User Profile Settings).
Invite, edit, or remove other users.
See or work in tools and Sections they haven't been granted access to.
Restricted Users - When you invite a Restricted User, they should be created with only the Tool and Section permissions they should have access to. Explicitly tick the boxes for what they should see.
Editing users
To get an overview of your users:
Click your Profile Icon in the top right corner and go to Account Settings.
Click the Users tab in the left menu.
The Users tab is organised into three groups:
You — your own user, role, and tool permissions.
Account Users — every other active user with their roles and permissions.
Deactivated Users — users who have been removed (only their name and email are kept).
To edit or remove a user, click their entry in the list, then use the options in the bottom bar.
💡 Who can edit whom
Only an Account Owner can remove or edit Admin Users and Restricted Users.
Admin Users can remove and edit Restricted Users, but not other Admins.
Setting permissions: tools and Sections
User permissions decide which tools and which Sections a user can work in. Permissions are assigned by Account Owners and Admin Users — match each user's permissions to the data and activities their role actually requires.
Section access
Section access is the most important thing to set. New users start with no Section access, so until you grant some, they effectively can't see any data.
To edit a user's permissions:
Select the user in the list.
Click Edit in the bottom bar.
Tick the boxes corresponding to the tool permissions and Section permissions you want them to have.
Save your changes.
✅ Tip — Principle of least privilege - Give users the minimum access they need to do their job. It's easy to add more permissions later when needed; rolling back accidental over-access is harder, especially if the user has already explored or modified things they shouldn't have.
Assigning or revoking Admin User
As an Account Owner, you can assign or revoke Admin status by ticking or unticking the Admin checkbox in the bottom-left corner of a user's edit dialog.
Once a user is assigned Admin, they automatically get permissions for all tools and all Sections — overriding any tool/Section permissions previously set.
Admin status overrides individual permissions - When you tick Admin, the user's tool and Section checkboxes become irrelevant — they have access to everything. If you later untick Admin, you'll need to re-set their individual permissions explicitly.
Templates and Assets are account-wide
One important nuance: Templates and Assets are shared across the entire account, regardless of Section. Even users with access to only one Section can see templates and assets created in other Sections.
✅ Tip — Name templates with their Section - If you have templates and assets that should only be used in one Section, include the Section name in the template name so users don't get confused. For example: "Heartland — Newsletter" and "Dinner Delights — Newsletter" rather than two templates both called "Newsletter".
Troubleshooting
Issue | Likely cause | Fix |
User logs in and sees an empty interface | No tool or Section permissions were ticked. | Open the user, click Edit, tick the appropriate tools and Sections, and save. Ask the user to log out and back in. |
Admin checkbox is greyed out | You're an Admin User, not the Account Owner. Only the Account Owner can assign Admin status. | Ask the Account Owner to make the change. |
Can't remove or edit another Admin User | Only the Account Owner can edit or remove Admins. Admins can't manage other Admins. | Ask the Account Owner to perform the action, or contact Apsis Customer Service if the Account Owner is unavailable. |
User reports they can see a template they shouldn't | Templates and Assets are account-wide, regardless of Section permissions. | Rename templates with the Section in the name, or treat sensitive content as account-wide visible by design. |
User in one Section is suddenly seeing all Sections | Someone has ticked Admin on their account, overriding the individual Section permissions. | Open the user, untick Admin, and re-set their individual Section permissions. |
Account Owner has left the company and we can't access the account | Account Owner change requires Apsis Customer Service intervention. | Contact Apsis Customer Service. Be ready to verify the relationship and authorise the change. |
What's next?
User management — Step-by-step instructions for adding, editing, and removing users.
User Profile settings — How individual users manage their own settings.
The Email tool — Once your team is set up with the right access, dive into the Email tool collection.
Best practice — The successful Email — Foundational guidance for users new to email marketing in Apsis