Roles and permissions

Every member of a Better Email organization has a role that controls what they can see and do. Admins assign roles when inviting a user and can change them at any time under Settings → Users.

There are four roles:

Admin

Admins have full access to the organization. On top of everything Designers can do, they manage the organization itself:

• invite, remove, and change the role of users
• edit organization settings and billing
• create and edit integrations
• edit and archive any segment
• configure candidate testing and confirm exports that use an unpublished Candidate
• manage groups and access control (Enterprise)

Most organizations only need a small number of admins — typically the people who own the Better Email account and its connections to your sending platform.

Designer

Designers build the foundation other people work on. On top of everything Editors can do, they:

• create and edit design systems
• stage and publish design system versions; create, preview, and clone Candidate Campaigns
• create and edit folders
• create and edit recipient fields (merge tags)

This role fits the people who own your design system: email developers, designers, and technically minded marketers.

Editor

Editors do the day-to-day campaign work:

• create and edit campaigns using existing design systems
• export campaigns to your sending platform
• view and use integrations, segments, and feeds
• create segments and archive their own

Editors cannot change design systems, folders, or organization settings — they work within the structure Designers and Admins set up.

Editors can keep working in a Candidate Campaign created by an Admin or Designer. They cannot choose Candidate when creating a Campaign, preview Candidate from a Live Campaign, clone a Live Campaign onto Candidate, change a Campaign's channel, or export unpublished Candidate output.

Reviewer

Reviewers are stakeholders who approve content without editing it:

• view campaigns and leave comments
• approve campaigns or request changes
• resolve their own comment threads

Reviewers cannot create or change anything, which makes the role safe to hand out broadly — brand owners, legal, country managers, or clients. For a one-off review by someone outside your Organization, an External Reviewer doesn't need an account at all. Reviewers don't take a seat.

Permission matrix

Permission	Admin	Designer	Editor	Reviewer
View & comment on campaigns	✅	✅	✅	✅
Approve campaign	✅	✅	✅	✅
Resolve comments	All	All	All	Own
Delete comments	Own	Own	Own	Own
Create & edit campaigns	✅	✅	✅	❌
Export campaigns	✅	✅	✅	❌
Create & edit folders	✅	✅	❌	❌
Create & edit design systems	✅	✅	❌	❌
Stage & publish design system versions	✅	✅	❌	❌
Create or clone Campaigns on Candidate	✅	✅	❌	❌
Preview Candidate from a Live Campaign	✅	✅	❌	❌
Edit an existing Candidate Campaign	✅	✅	✅	❌
Export an unpublished Candidate	✅	❌	❌	❌
Create & edit recipient fields	✅	✅	❌	❌
View segments	✅	✅	✅	❌
Create segments	✅	✅	✅	❌
Edit segments	✅	❌	❌	❌
Archive segments	All	Own	Own	❌
View integrations	✅	✅	✅	❌
Create & edit integrations	✅	❌	❌	❌
View & re-import feeds	✅	✅	✅	❌
Manage users	✅	❌	❌	❌
Configure candidate testing	✅	❌	❌	❌
Edit organization & billing	✅	❌	❌	❌

Legend: ✅ allowed · ❌ not allowed · All — applies to everyone's items · Own — applies only to items the user created themselves.

External Reviewers

External Reviewers aren't members and have no role. They review one Campaign from a private link: they can comment in their own threads, approve, and request changes, and nothing else. They don't take a seat or appear under Settings → Users.

Anyone who can edit a Campaign can invite External Reviewers to it. Admins can turn them off for the whole Organization with Allow External Reviewers under Settings → Organization → Approvals.

Seats

Some plans limit how many users an Organization can have. On those plans, the header of Settings → Users shows how many seats are in use, for example "4 of 5 seats used".

Every role except Reviewer takes a seat. A pending invite takes one as soon as you send it, so you can't invite more people than you have free seats. Some plans also limit Designers separately, or don't include them at all.

When every seat is in use, the invite dialog tells you before you send. Better Email refuses an invite or a role change that needs a seat the plan doesn't have, such as making a Reviewer an Editor on a full plan. The message tells you to ask the agency that manages your Organization to upgrade the plan, or to contact Better Email if no agency does.

To free a seat, remove someone, make them a Reviewer, or revoke a pending invite.

A pending invite keeps its seat, but the plan can still change before someone accepts. If there's no free seat by then, the invitee sees "There's no free seat for you" and doesn't join, and the invite shows as Failed under Settings → Users. Free a seat, then resend it.

If an agency manages your Organization

The agency's staff work in your Organization without taking a seat. Under Settings → Users they carry a tag with the agency's name. Anyone else takes a seat as usual, even if they also belong to the agency's Organization in Better Email.

If you're an agency

If your Organization is an agency that manages client Organizations in Better Email, your staff are the people in your own Organization with an email address on your agency's domain. Reviewers don't count. Invite staff to each client Organization they work in, like anyone else. They don't take a seat there.

When you remove someone from your Organization, or make them a Reviewer there, Better Email also removes them from your client Organizations and revokes their open invites to them. Someone with an email address on another domain keeps their client access.

Admins can also share your design systems with your client Organizations.

Beyond roles

Roles control what kind of actions a user can take. To control which content a user can access, Enterprise organizations can additionally restrict folders, design systems, and integrations to specific users or groups — see Groups and access control and Folders and access.

Changes to users, roles, and memberships are recorded in the audit trail on Enterprise plans.