Setting Up Your Team | Civio Engage Knowledge Base [Skip to content](#main) [ ![Civio Engage Knowledge Base](/civio-light.svg) ](https://nginx.deploy-lagoon-production.civio-engage-docs.dh1.amazee.io) [Product documentation](/articles) [Release notes](/releases) [Roadmap](/roadmap) [ Support portal ](https://nginx.deploy-lagoon-production.civio-engage-docs.dh1.amazee.io/portal/login) Toggle navigation [Product documentation](/articles) [Release notes](/releases) [Roadmap](/roadmap) [Support portal](https://nginx.deploy-lagoon-production.civio-engage-docs.dh1.amazee.io/portal/login) 1. [Home](/) › 2. [Product documentation](/articles) › 3. [Getting Started with Civio Engage](/articles?category=15) › 4. Setting Up Your Team Setting Up Your Team ==================== Updated 1 week ago · 4 min read Search Search Before your team can start creating projects and content, you'll need to add them as users and assign the right roles. This article covers how to create internal users and understand the role hierarchy so each person has the access they need. The Users section ----------------- All user management happens under **People** in the left-hand menu. This section is split into three areas: - **Users**: view and manage individual accounts, with tabs for All users, Public members, Content managers and Team members. - **Teams**: organise users into teams with scoped permissions. - **User groups**: collect any mix of staff and public members into a group, for example to give a set of people access to a private project. ![The People menu listing Users, Teams and User groups, and the Users tabs for All users, Public members, Content managers and Team members, both outlined.](https://engage.knowledge.civ.io/storage/8dkCPG9tRXwDByNNdhl02ihFeUuf4SGOCdhS57vS.png) Your internal staff appear under **Content managers**. Community members who register on the public site appear under **Public members**. Creating an internal user ------------------------- ![The Content managers tab of the Users list, with Access, Roles, Teams and Last active columns beside each person's name and email.](https://engage.knowledge.civ.io/storage/9HngYfTUWeWJzncXTwGvBlAOPYJjhK84W3JRw0sP.png) ![The user creation form, with email, the Account active tickbox, system role checkboxes and a Teams panel for team and team role.](https://engage.knowledge.civ.io/storage/97rCUlmaabiDVbdF9NT0zN2T5vravk0YP6zUfCtB.png) To add a new team member: 1. Click **People** in the left-hand menu, then **Users**. 2. Click the **Content managers** tab. 3. Click the **+** button in the top-right corner. 4. Enter a **Name**. The recommended format is Firstname.Lastname. 5. Enter their **Email** address. 6. Under **System roles**, tick the appropriate role (see the role breakdown below). 7. Optionally assign a **Team** and **Team role** if your organisation uses teams. 8. Click **Save**. The new user will receive an **account activated** email with a **Set a password** button, and can then log in via the public site. If you untick **Account active** when you create the account, the email is not sent until you activate it. ![The account creation email a new user receives, prompting them to set a password](/storage/9nMY6MSy2GSxrYwikBRnoxpZBWaIbDZ0Z8p61SO4.png) For the full step-by-step guide including editing and deleting users, see [Create and edit users](/articles/9176782341263-Create-and-edit-users). Understanding roles ------------------- Every internal user needs at least one system role. Roles control what a user can see and do across the platform, and they follow a hierarchy, each role inherits the permissions of the roles below it. ### Role breakdown ![A diagram of the role hierarchy, separating the site-focused role from the project-focused roles](/storage/fjjATvB2eqV1dTTCWQE4gQfuuaPjeb2VFrzbcx11.png) **Role****What they do****Best for****Engagement Officer**Creates and edits content in draft, sends for approval, responds to Q&A submissions.Day-to-day content creators and engagement staff.**Reviewer**Approves or rejects content and participation tools sent for review. Also has all Engagement Officer permissions.Senior staff who check content before publication.**Publisher**Publishes and unpublishes approved content and tools. Also has all Reviewer permissions.Staff responsible for making content live on the public site.**Project Manager**Creates and deletes projects, publishes their own projects. Also has all Publisher permissions.Project leads who own engagement projects end-to-end.**Administrator**Full platform access, manages users, site settings, teams, and all content. Also has all Project Manager permissions.Platform administrators and IT leads.#### With SRM Sites with SRM have two more system roles that sit outside this hierarchy: **Stakeholder Manager**, who can create and edit SRM records, and **Stakeholder Viewer**, who can only read them. Both can be assigned site-wide or inside a team. See [SRM Roles](/articles/srm-roles). Only assign the level of access each person needs. An Engagement Officer doesn't need Administrator permissions, keeping roles minimal reduces the risk of accidental changes. For a detailed breakdown of every permission per role, see [User roles](/articles/9176861358095-User-roles). What new users need to know --------------------------- Once you've created an account for a team member, share the following with them: 1. They will receive an **account activated** email with a link to set their password. 2. After setting their password, they log in via the **Login** button on the public site. 3. Once logged in, they click their **username** in the top-right corner and select **Dashboard** to access the admin interface. 4. They can update their profile and enable two-factor authentication from **Manage profile**. For login instructions to share with new staff, see [Login to your site](/articles/9176717158031-Login-to-your-site). For profile and password management, see [Manage your admin profile](/articles/9176759960591-Manage-your-admin-profile) and [Manage your password](/articles/9176759048207-Manage-your-password). Teams (optional) ---------------- If your organisation has multiple departments or groups that need separate access to projects, you can organise users into **Teams**. Teams scope permissions so that users only see and act on their team's projects. When creating a user, you can assign them to a team and give them a **Team role** (Team Lead, Project Manager, Publisher, Reviewer, or Engagement Officer). You can also assign users to multiple teams with different roles in each. Teams are optional and most suited to larger organisations. For a full guide, see [Understanding and Managing Teams](/articles/11792463455375-Understanding-and-Managing-Teams) and [Advanced Team Management](/articles/11348540138639-Advanced-Team-Management-Taking-Control-of-Project-Access-and-Collaboration). Next in this series [ 5. Creating Your First Project ](/articles/article-5-creating-your-first-project?path=engage) Was this article helpful? ------------------------- Your feedback helps us prioritise what to rewrite. Yes No [ Back to Getting Started with Civio Engage ](/articles?category=15) [ Next article Creating Your First Project ](/articles/article-5-creating-your-first-project?path=engage) On this page New to Civio? 4 / 9 [ 1 Getting Around Civio Engage ](/articles/understanding-civio-engage?path=engage) [ 2 Setting Up Your Site Basics ](/articles/setting-up-your-site-basics?path=engage) [ 3 Creating Site Pages ](/articles/getting-started-article-3?path=engage) [ 4 Setting Up Your Team ](/articles/article-4-setting-up-your-team?path=engage) [ 5 Creating Your First Project ](/articles/article-5-creating-your-first-project?path=engage) [ 6 The Content Workflow ](/articles/getting-started-article-6?path=engage) [ See all 9 →](https://nginx.deploy-lagoon-production.civio-engage-docs.dh1.amazee.io/articles?path=engage) ### Still need help? Raise a request in the support portal and track it to resolution. [ Submit a support request ](https://nginx.deploy-lagoon-production.civio-engage-docs.dh1.amazee.io/portal/login) Submit a support request through the [support portal](/portal) or email . © 2026 [Civio](https://civ.io) [Privacy Policy](/articles/privacy-policy) [Terms of Use](/articles/terms-of-use)