User Management Demystified

One of the most powerful things that you can do as a partner is delegate access to your clients, account managers, and anyone else you have improving local listings. Not every member of your organization will have (or need to have) total access to the entire portfolio of clients you’re serving. In the same breath, you may want to allow your client control over their location(s) without allowing them to see how you bill them.

You can do this in the Yext dashboard via their user roles. Setting user roles to control access is fairly simple; it’s gone over briefly in the dashboard overview, as you create a user. However, it’s important to understand what each of the user roles are, what they have access to, and why you would choose this role for a user.

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Full Control

In this user type, the assigned user has absolute access to every aspect of the account. Or, as the name would imply, this user now has full control over the account, equivalent to an account owner.

This user is explicitly allowed to:

Note that this includes setting your Partner Account with Yext to renew/not renew. This is also the only account type that can see the partner portal. (When we say “full control,” we aren’t kidding!)

We recommend you set users to “Full Control” very sparingly. This is a very powerful account type, and should only be extended to business partners and trusted associates. We discourage you assigning this role to clients; for one, it reveals too much about your own business model. For another, it exposes a great deal of your clients’ personal information.

Admin Access

Admin Access is a step down from Full Control. Most of what one can do in Full Control is also open to users with Admin Access — with the exception of billing. Admins can see next bill amount and renew locations, but they cannot cancel any subscriptions. Additionally, Admin access does not allow the user to edit Pages at all – the user must be a location manager to do so. Last, Admin Access users also cannot create Full Control users, though they can make users of other types as well as manage how much those users can access.

This is likely the setting you will want to use with account managers and client managers in your business. Your colleagues will have access to the entire range of options in the dashboard: adding users, adding locations, adding/removing enhanced content, etc.

Location Manager

If you want someone to be able to manage a subset of locations, then you want them to be a Location Manager. The most compelling feature of this user is its extreme flexibility in application. Users who are a location manager can access a single location, multiple locations, a region of locations (if you have locations sorted that way), multiple regions, or even all locations in a subaccount.

Location Managers can:

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In the above image, each color represents a different user’s assigned locations. As you can see, there’s a great deal of flexibility in how you can assign permissions to users as Location Manager.

Location Viewer

The last of the four permissions settings you can set from the Dashboard, Location Viewer is the most limited of all the options. As the name would imply, this permission tier allows the user to only view information about the location(s), not create or edit a location. This user can only view listing details and reporting for the listings, as well. This person cannot make any changes to any of this information, nor can they see neither billing nor other users’ information/permissions.

This is a great user to assign to an intern, a potential customer, or a contractor.

Customer Access

You can also give a customer access to their location information via the Partner Portal. To do so, open up the Partner Portal and log in. Click the “Customers” tab on the left. You should see a list of your customer accounts.

Click the name of the customer account you’d like to modify. You should see a series of tabs that read:

Choose the tab labeled “Customer Login” and fill out the fields listed on that page. Once you’ve done that, click “Set and Send Password” and you should see a green box that reads, “Customer login was successfully set up for this account.” The email address you typed into the box will receive a message with their username and password, as well as a link for where to log in.

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If you’d like to remove users from the account, click the “Customer Login” tab again. In the bottom right-hand corner you should see a link titled “Disable Customer Login”. Click this and the user will have their login removed.

The user role this assigns is a location manager role; please see the sections above for what that role has access to, is empowered to do, and what its advantages and restrictions are.

Other Permissions Settings

For clients coming from our Enterprise or Small Business divisions, you may be familiar with or have received another user option or access. While these are not accessible via the dashboard, there are other roles our support team can help you with. Please reach out to our support team directly to coordinate setting those users.

For a handy reference, please see: Reference – Available roles for users.