# Roles and permissions

Reference for Pristo CX user roles: what an account admin, a program admin and a program user can see and do, and who can invite users.

Pristo CX has three roles: account admin, program admin and program user. An account admin gives every user one role and, for program admins and program users, the programs they can open. You set both in **Account settings** under **Users**.

## Summary

| Role | Programs they can open | In short |
|---|---|---|
| **Account admin** | Every program in the account | Manages users, billing and every program |
| **Program admin** | The programs an account admin chooses | Manages those programs, including their dashboards and who sees them |
| **Program user** | The programs an account admin chooses | Views responses, the population and shared dashboards, and handles alerts |

- A user has one role in an account. A program admin is a program admin in every program they have, and a program user is a program user in every program they have.
- A person who belongs to more than one account has a separate role in each.
- The account owner, marked **Owner** in the user list, keeps their role. Nobody can change it or deactivate them.

## What each role can do

The program rows apply in the programs the user can open.

| Task | **Account admin** | **Program admin** | **Program user** |
|---|---|---|---|
| Open **Home**, **Responses** and **Alerts** | Yes | Yes | Yes |
| View responses and open a response's details | Yes | Yes | Yes |
| Add a response, preview it in the form, delete it or restore it from **Trash** | Yes | Yes | No |
| Export responses under **Export** | Yes | Yes | No |
| [Change an alert's status and add notes](https://docs.pristo.io/cx/alerts/handle-alerts) | Yes | Yes | Yes |
| [Create and edit alert rules](https://docs.pristo.io/cx/alerts/configure-alerts) under **Alert configurations** | Yes | Yes | No |
| Open dashboards | All, including drafts | All, including drafts | Published dashboards where they are a viewer |
| [Create, edit, publish and delete dashboards](https://docs.pristo.io/cx/dashboards/create-a-dashboard), and choose their **Viewers** | Yes | Yes | No |
| View the population: contacts, activities and imports | Yes | Yes | Yes |
| Import contacts and activities, and add or edit contacts and attributes | Yes | Yes | No |
| Create questionnaires, edit them in the form builder and share them | Yes | Yes | No |
| Create and run distributions | Yes | Yes | No |
| [Set up](https://docs.pristo.io/cx/insights/set-up-insights) **Insights** | Yes | Yes | No |
| Manage **Assets**, **Data retention** and **API keys** | Yes | Yes | No |
| Rename programs | Yes | No | No |
| [Invite users](https://docs.pristo.io/cx/users/invite-users), [change their role and programs, and deactivate them](https://docs.pristo.io/cx/users/program-users) | Yes | No | No |
| Change **General**, **Distribution channels** and **Billing** settings | Yes | No | No |
| [Upgrade the plan](https://docs.pristo.io/cx/account/billing) | Yes | No | No |

Plans limit some rows for every role: the population needs a paid plan, API keys need the Standard or Pro plan, Insights works only on the Pro plan, and the **Distributions** page appears only on the Pro plan. Program admins and program users who reach a plan limit see **To upgrade the plan, ask your account admin**. See [Plans and limits](https://docs.pristo.io/cx/get-started/plans-and-limits).

Emails also follow roles:

- Only account admins get the **First response received** and **Response limit reached** emails, even if other users turn them on.
- An alert rule can email only active users who can open its program. See [the alert email](https://docs.pristo.io/cx/alerts/configure-alerts#the-alert-email).

## Users without program access

A program admin or program user who has no program sees only **You have no program access yet** and **You have not been given access to a program yet — ask your account admin**. The main menu is hidden. The header still works, so they can open their user settings, get help or log out. An account admin fixes this with **Edit access**; see [Manage who can use a program](https://docs.pristo.io/cx/users/program-users#what-a-user-without-a-program-sees).

A deactivated user cannot open the account and sees **This account has been deactivated**. If they belong to another organization, they can switch to it.

## How a role is given

### Invite users

1. Select your profile picture, then **Account settings**.

2. Select **Users**, then **Invite**.

3. Type or paste the email addresses, separated by commas or Enter.

4. Choose a **Role**. For a program admin or a program user, choose at least one program under **Programs**.

5. Select **Send invites**.

The invitations appear under **Pending invites** with their role and programs. The dialog starts with **Program user**, and when the account has one program it is already chosen. Each person gets an email in your interface language. Someone who is new to Pristo creates a user from the link, and an existing user joins the account. The pending invitation menu has **Resend** and **Delete**. A deleted invitation's link stops working. [Invite users](https://docs.pristo.io/cx/users/invite-users) has the details.

### Change a user's role or programs

1. In **Account settings**, **Users**, **Active users**, select the three-dot menu on the user's row.

2. Select **Edit access**.

3. Change the **Role** or the **Programs**, and select **Save**.

The user gets the new access the next time they open or reload the app. A program user who loses a program is also removed as a viewer of that program's dashboards. The same menu has **Deactivate** and **Activate**. You cannot edit your own access or the account owner's. [Manage who can use a program](https://docs.pristo.io/cx/users/program-users) has the details.

## Invite limits

| Limit | Value |
|---|---|
| Addresses in one invite | Up to 20, and no more than the seats left on your plan |
| Seats | Active users plus pending invitations cannot be more than [your plan's user limit](https://docs.pristo.io/cx/get-started/plans-and-limits). Deactivated users do not use a seat |
| Reactivating a user | Needs a free seat on the plan |
| Each address | A valid address of up to 250 characters, not already invited and not already a member |
| Programs | A program admin or program user needs at least one program |
| **Resend** | Once every 24 hours, and not after the invitation is accepted |

## Troubleshooting

**The Invite button is disabled.** Your plan's user limit is reached, and the page says: **You have reached the limit for maximum users under your current plan.** To add someone, deactivate a user, delete a pending invitation or [upgrade the plan](https://docs.pristo.io/cx/account/billing).

**An invitation fails because an address is already invited or a member.** Pristo CX lists those addresses. Remove them and send again. To change a pending invitation's role, delete it and invite again.

**Edit access is missing for a user.** It is hidden for your own row, the account owner and inactive users.

**A program user cannot see a dashboard.** Program users see only published dashboards where they are a viewer. A program admin or account admin adds them under **Viewers** on the dashboard; see [Share a dashboard](https://docs.pristo.io/cx/dashboards/share-a-dashboard).

## Related

- [Navigate the Pristo CX app](https://docs.pristo.io/cx/get-started/navigate-the-app)
- [What is Pristo CX?](https://docs.pristo.io/cx/get-started/overview)
- [Dashboards overview](https://docs.pristo.io/cx/dashboards/overview)
- [Invite users](https://docs.pristo.io/cx/users/invite-users)
- [Manage who can use a program](https://docs.pristo.io/cx/users/program-users)
- [Glossary](https://docs.pristo.io/cx/glossary)