Pics.io allows you to invite teammates so that you can work on shared projects together. The number of teammates you can invite depends on your billing plan.
When you invite a new person to your team in Pics.io, you have to select and assign a role to one. This role determines the scope of their permissions and their access to certain assets, features, and tools available in Pics.io.
NB! Custom Roles are available for teams subscribed to Micro and higher plans. Solo users can modify access and permissions for already existing roles.
By default, you can choose between two default roles: admin (all permissions are enabled) and guest (permissions for the root collection are only available).
The admin role is a default one for the first teammate you invite. To create, edit, duplicate, and delete roles, hover over your profile icon, click My team, and navigate to the Roles section.
Here is a short video on how to create, edit, and assign roles:
In Pics.io, you can tailor access and control within your team using three distinct types of permissions for any role:
Team Permissions: These govern overall access levels and actions that members can perform across the platform.
Collection Permissions: Specify what members can do within specific collections, such as viewing, editing, or sharing content.
Upload and Metadata Permissions: Control the essentials for uploading content, including which fields must be filled out and which metadata fields are shown to users.
NB! If users don't have access to the root collection, the permission to make manual sync is automatically disabled for them.
It's possible to assign a role to multiple teammates at once just by selecting them and choosing the required role. Here are the shortcuts you may use to select users below:
Cmd (for Mac OS) / Ctrl (for Windows) + mouse click - select individual users;
Alt + mouse click - select a user and unselect the previously selected ones;
Mouse click on a user outside the checkbox - select a single user.
Team permissions
This tab allows you to configure permissions:
to invite or remove other teammates and edit their permissions
to add or remove payment cards and change the current billing plan
to manage the current storage
to add and remove team saved searches
to edit custom fields schema
to manage import CSV
to create, edit, move, and delete keywords in the Keywords list, as well as to upload keywords controlled vocabulary
to add keywords outside of controlled vocabulary, if you want to make an exception for adding new keywords when the general setting “Use controlled vocabulary” is active
to manage Transcriptions
to manage Face recognition
to manage Watermarking
to manage Website presets
to create and manage Inboxes
to have access to the Audit trail
to manage Lightboards
To manage the Archive section
to manage Restricted assets
Сollection permissions
This tab allows you to configure permissions:
to create, rename, move, and delete collections
to upload new assets to Pics.io
to download assets from Pics.io
to create, edit, delete websites and share single asset
to manage attributes of assets related to allowed collections (title, description, star rating, keywords, etc.). Please note that this permission has granular sub-permissions, meaning that you can specify which attributes can be edited by this or that teammate.
to edit images in Pics.io editor
to delete assets from the Pics.io library
to mark/unmark asset revisions as approved
to manage Watermarks
Setting these permissions will help you keep the integrity of your digital library and protect it from unauthorized or harmful actions.
To set similar permissions to several collections at once, perform the following steps:
select collections by putting a tick next to the ones you would like to set permissions for, those collections will appear in the collections bar above;
hold the Cmd / Ctrl button and select several collections, they will be highlighted in blue;
enable the checkboxes next to permissions that should be granted.
NB! If the Title and Description fields are hidden for a specific role, they will not be visible in the List View for users with that role.
Locate users within your Pics.io team
Sometimes you need to find the information about your teammate or check who from your colleagues has a specific role.
To do so, just go to My Team -> Teammates, and in the search field type the necessary value. It's possible to search by email address, name, or role name.
If you need to check the users assigned to a particular role, go to My Team -> Roles and select the necessary role. Above the permissions section, you will see the teammates who have this role.
It may also be interesting to learn about team policies that apply to the whole team.
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