Understanding User Roles and Permissions

MartechAI includes a flexible, role-based permission system that controls what each team member can see and do. Whether you’re adding a read-only analyst or a full administrator, roles make it easy to grant the right level of access.

The five user roles

MartechAI offers five distinct roles, each with a different set of default permissions:

Role breakdown

Viewer

The Viewer role is designed for team members who need visibility into your marketing operations without the ability to make changes. Viewers can browse every module — CRM contacts and deals, Intelligence reports, Analytics dashboards, Campaigns, and Projects — but they cannot create, edit, or delete anything. Think of it as “read-only” access across the platform, with no access to billing.

Editor

Editors have full read and write access to all operational modules. They can view, create, and edit data in CRM, Intelligence, Analytics, Campaigns, and Projects. Editors can also delete campaigns, projects, and CRM records. The only module they cannot access is Billing. This is the recommended role for most team members who actively work in MartechAI day to day.

Admin

The Admin role mirrors Editor permissions for day-to-day operations — Admins can manage CRM, Intelligence, Analytics, Campaigns, and Projects, including deletion rights. The key difference is that Admins can also manage team members and invitations, making this the right choice for team leads who need to onboard and offboard users. Like Editors, Admins do not have billing access by default.

Billing

The Billing role is purpose-built for finance team members or anyone who manages your MartechAI subscription. A Billing user can only see and manage the Billing module — they have no access to CRM, campaigns, analytics, or any other operational area. This keeps financial data separate from marketing operations.

Tenant Admin

Tenant Admin is the highest permission level. It grants unrestricted access to every module — CRM, Intelligence, Analytics, Campaigns, Projects, and Billing — with full create, edit, and delete rights. Tenant Admins can also manage team members, configure workspace settings, and control integrations. This role is typically reserved for the account owner and senior leadership.

How to assign or change a role

1. Navigate to Account Settings by clicking your avatar in the top-right corner, then select Account from the dropdown.
2. Click the Team Members tab. You’ll see a list of all users in your workspace along with their current role.
3. Find the user whose role you want to change. Click the three-dot menu on the right side of their row.
4. Select Edit. A modal will appear showing the user’s current role and workspace assignments.
5. Choose the new role from the dropdown, then click Save. The change takes effect immediately.

Permission overrides

Sometimes the default role permissions don’t fit perfectly. MartechAI supports two layers of permission customization on the Permissions tab:

Role defaults

You can customize what a role (Viewer, Editor, Admin, or Billing) can access by default. For example, you might want Editors to have billing access, or restrict Viewers from seeing Analytics. Changes to role defaults apply to all users in that role — unless individual overrides exist.

Per-user overrides

For finer control, you can override permissions for a specific user. Select the user from the dropdown, then toggle individual module permissions on or off. These overrides take priority over role defaults, giving you pixel-level control over what each team member can access.

Modules explained

When you’re customizing permissions, you’ll see these six modules:

• CRM — Contacts, companies, deals, pipelines, segments, and sequences.
• Intelligence — AI-powered insights, competitor research, and keyword data.
• Analytics — Dashboards for SEO, Google Ads, social media, and web analytics.
• Campaigns — Campaign Studio with visual automation workflows.
• Projects — Content and project management workspace.
• Billing — Subscription management, invoices, and payment methods.

Best practices

• Use Viewer for clients and stakeholders who need to see reports but shouldn’t change anything.
• Assign Editor to most team members who actively create and manage content, campaigns, and contacts.
• Reserve Admin for team leads who manage people, not just content.
• Keep Billing separate — give it only to the person managing your subscription.
• Limit Tenant Admin to 1-2 people — it grants unrestricted access to everything.