Access Management
Access Management is the central hub for controlling who can access OTS Signs and what they can do. It is a tabbed interface covering users, groups, roles, service accounts, and access settings.
Navigate to: Sidebar → Access Management
Tabs Overview
Section titled “Tabs Overview”| Tab | Description |
|---|---|
| Users | Manage user accounts, invite new members, and control individual access |
| Groups | Organise users into groups and assign roles to the group |
| Roles | Build named sets of permissions that can be assigned to users and groups |
| Service Accounts | Accounts used by automated systems and integrations, not by people |
| Settings | System-wide options for how access rules are applied |
Users Tab
Section titled “Users Tab”Inviting a new user
Section titled “Inviting a new user”- Go to Access Management → Users.
- Click Invite User.
- Enter the user’s email address.
- Select their role.
- Optionally assign them to one or more groups.
- Click Send Invite.
An invitation email is sent. When the user clicks the link, they are prompted to set up their account (or sign in if they already have one).
Resending or sharing an invitation
Section titled “Resending or sharing an invitation”If a user has not received their invitation:
- Find the user. Their status shows Invited.
- Click Resend Invitation to send the email again, or
- Click Copy Invite Link to copy the invitation URL and share it another way.
Changing a user’s role
Section titled “Changing a user’s role”- Find the user and click their name.
- Click Edit.
- Change the Role field.
- Click Save.
Suspending a user
Section titled “Suspending a user”Suspending a user prevents them from logging in without deleting their account or history.
- Open the user’s detail page.
- Click ⋯ → Suspend and confirm.
To reactivate, open the user and click Unsuspend.
Groups Tab
Section titled “Groups Tab”Groups let you organise users into teams. Assign a role or permission set to a group, and every member inherits it — far easier than assigning permissions to each person. See Folders for folder-level group access.
Creating a group
Section titled “Creating a group”- Go to Access Management → Groups.
- Click Add Group.
- Enter a name and optional description.
- Click Save.
Adding members
Section titled “Adding members”- Open the group.
- Click the Members tab.
- Click Add Member, search for and select users.
- Click Save.
Duplicating a group
Section titled “Duplicating a group”To create a new group based on an existing one:
- Click the context menu on the group → Duplicate Group.
A copy is created with the same permissions. Rename it and adjust membership as needed.
Roles Tab
Section titled “Roles Tab”Roles are named permission sets that define what users can see and do. OTS Signs includes built-in roles, and administrators can create custom roles for finer control. Users can review their own effective permissions from My Access.
Built-in roles
Section titled “Built-in roles”| Role | Description |
|---|---|
| Viewer | Read-only access to displays, content, and schedules |
| Editor | Can create and manage content and schedules |
| Manager | Editor access plus management capabilities over users and groups |
| Admin | Full access including user management, groups, permissions, and settings |
| OTS Admin | Full platform access including system-level configuration |
Custom roles
Section titled “Custom roles”- Go to Access Management → Roles.
- Click Add Role.
- Give the role a name and description.
- Select the specific permissions to include.
- Click Save.
The custom role is available to assign to users and groups, like a built-in role.
Service Accounts Tab
Section titled “Service Accounts Tab”Service accounts are credentials used by automated systems, scripts, or integrations rather than people. They have their own access tokens and can be scoped to specific permissions.
Creating a service account
Section titled “Creating a service account”- Go to Access Management → Service Accounts.
- Click Add Service Account.
- Enter a name and optional description.
- Assign a role or custom permissions.
- Click Save and copy the generated credentials.
Settings Tab
Section titled “Settings Tab”The Settings tab within Access Management contains system-wide options for how access rules are applied across the platform. Contact your OTS Signs administrator for guidance on specific settings here.
Permissions
Section titled “Permissions”Only Admins and OTS Admins can manage users, groups, roles, and service accounts.