Teams in Mediatool
⚠️ Only Admin-level users can create and manage teams.
With the Teams feature, you can efficiently manage your organization's members and quickly grant them different permissions based on their needs. This guide will help you manage teams and permissions within the application.
💡Before adding members to teams, ensure they are added to your account. Read this article to learn how to add users.
Accessing the Teams Feature
Navigate to Settings: Go to your organization's settings page.
Users and Roles: In the settings menu, select "Users and Roles".
Teams Tab: Click on the "Teams" tab.
Creating a Team
Click “Create a Team” button.
In the modal that appears, input a name and color for the team.
Click the “Create” button.
On the invite team members page, check the boxes next to the users you want to invite.
Click the “Invite” button.
The team’s name and organization will appear at the top of the page under the topmost search bar. The selected users will be listed as members of the team.
Inviting Team Members
💡 One user can be part of multiple teams.
Click on the team you want to invite members to.
Click the “Invite” button above the team members list.
A list of users will be displayed. Check the boxes next to the users you want to invite.
Click the “Invite” button at the bottom-right.
Editing a Team
Click the team you wish to edit from the teams list.
Click the edit button (pen icon) beside the team’s name.
In the modal that appears, edit the name and color of the team.
Click the “Save” button.
Removing Team Members
Click on the team from which you want to remove members.
Check the boxes next to the members you want to remove.
Click the “Remove” button located above the members list.
In the modal that appears, confirm by clicking the “Remove” button.
Deleting a Team
Click on the team you want to delete.
Click the delete button (trash can icon) beside the team’s name.
In the modal that appears, click the “Delete” button.
Note: The team will be deleted but the users will remain in your account.
Restriction Options
User access can be restricted in two key ways: through the use of protected tags and by restricting fields.
ℹ️ User restrictions can also be applied individually without the need to create a team. For details on how to do this, please refer to this article.
Protected Tags
⚠️To restrict a whole tag category, please reach out to your Customer Success Manager.
Protecting a tag category means that users who do not have access will not see any entries in a plan that uses that tag. They will still see the tag category header but only related values they have access to.
Steps to Protect a Tag Category and manage access:
1. Contact your Customer Success Manager to specify the tag categories you wish to restrict. They will update the settings for those categories on your behalf.
2. When the tag category settings have been changed by your CSM, go to the Teams section.
3. Click on the team you want to edit permissions for.
4. Go to Tag Permissions.
5. Choose the permission level for each protected tag category and tag (Admin, Editor and Viewer). You can also set permissions to “Full access”. Any tags not selected will remain hidden from the user.
Example:
Protected Tag Category: Product
Granted Access: Product A
Restricted Access: Product B and Product C
A user with access to Product A will be able to view and create entries specifically for Product A, but will have no visibility or access to entries associated with Product B or Product C.
If a protected tag is used in plan setup, users without access to the tag will not see the plan anywhere.
Restricted Fields
Restricting a field makes it invisible to users, hiding it in Sheet view and other views like Filter, Media Overview, Targets, Results, or Reports. This is useful for sensitive information like pricing.
⚠️ Start Date, End Date, and Media Vehicle and tags cannot be restricted.
Steps to Restrict Fields for Teams:
Go to the Teams section.
Choose the team for which you want to change settings.
Click on “Restricted Fields”.
On the left, you will see a list of available fields to restrict. Click on the plus sign (+) for the fields you wish to restrict for this team.
Click save when done.
⚠️ To restrict fields for a specific subsidiary, navigate to that subsidiary and update the permissions accordingly.
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Have questions or need help? You can reach us directly via the messenger on Mediatool.com or the contact support button located in the top right corner of the Mediatool App.
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