Collage has two kinds of access: workspace roles for the people who manage and work with your library, and Portal Users for people who only need to reach content through a brand portal. Inviting each person at the right level keeps your content secure and your account tidy.
Workspace roles
Everyone who works inside your Collage workspace has one of three roles, from most to least access:
- Admin — full control of the workspace: manage assets, folders, and Collages; configure account settings, users, and the brand portal. Only Admins can open Account Settings — Members, Custom Field Manager, Guest Upload Manager, Notification Settings, and Announcements.
- Manager — manage and organize content day to day: upload, tag, curate, move, delete, and share assets, folders, and Collages. Managers can also create portals and manage portal users, banners, and tiles. They can restore items from Trash but can't permanently delete them, and they can't change portal branding or account settings.
- Viewer — browse, download, and share content within the workspace, without editing it. Viewers don't see tags or newly uploaded, uncategorized assets, and they can manage only the share links they created.
You assign a role when you invite someone — see Managing account members. Reserve Admin for the people you trust with settings and users.
Portal Users
Portal Users don't work inside the workspace at all — they have access only to one or more of your brand portals, where they can find and download the content you've approved. They can create share links for that content from within the portal, but they can't create share links from the workspace itself — that requires a workspace role. This is the right level for partners, resellers, franchisees, or internal teams who only need to pull approved assets. Add them from a portal's Users tab → Manage Users — Managers and Admins can both add portal users, and Admins can also go straight there from Account Settings → Portal Users. See Adding brand portal users.
Capabilities at a glance
This table compares the four roles — Admin, Manager, Viewer, and Portal Users — across common tasks.
| Capability | Admin | Manager | Viewer | Portal Users |
|---|---|---|---|---|
| View and download assets | ✅ | ✅ | ✅ | ✅ (portal only) |
| Upload, tag, and organize content | ✅ | ✅ | ❌ | ❌ |
| Move and delete assets, folders, Collages | ✅ | ✅ | ❌ | ❌ |
| Restore from Trash | ✅ | ✅ | ❌ | ❌ |
| Permanently delete from Trash | ✅ | ❌ | ❌ | ❌ |
| See and edit tags | ✅ | ✅ | ❌ | ❌ |
| Create share links | ✅ | ✅ | ✅ | ✅ (portal only) |
| Manage users and account settings | ✅ | ❌ | ❌ | ❌ |
| Create portals; manage portal users, banners, and tiles | ✅ | ✅ | ❌ | ❌ |
| Customize portal branding and domain | ✅ | ❌ | ❌ | ❌ |
Choosing the right level
- Someone who runs the account (settings, users, portal) → Admin.
- Someone who manages content but not the account → Manager.
- Someone who only needs to view, download, and share inside the workspace → Viewer.
- Someone outside your team who only needs approved content through a portal → Portal Users.
Note: When in doubt, start people lower and grant more later. It's easy to raise a role, and it keeps account control with a small, trusted group.