Managing Your Team

Organization Admins can invite other people to help manage their sites. This is perfect for:

• Hiring writers or content creators
• Collaborating with team members
• Delegating content management

Understanding Roles

Xylo has three user roles:

Role	Abilities
Admin	Full platform access (Xylo staff only)
Org Admin	Full control of your organization: all sites, all content, billing, team management
Site Author	Can create and manage content on assigned sites only

Key differences between Org Admin and Site Author:

Feature	Org Admin	Site Author
Create/edit posts	Yes	Yes
Create/edit pages	Yes	Yes (draft only)
Publish pages	Yes	No (must be approved)
Create categories	Yes (published)	Yes (draft only)
Access all sites	Yes	Only assigned sites
Create new sites	Yes	No
Manage billing	Yes	No
Invite team members	Yes	No
Delete sites	Yes	No

Inviting Site Authors

To invite someone to help manage your sites:

1. Go to Team in the sidebar
2. Click the Invite Site Author button
3. Fill in the invitation form:

Field	Description	Required?
Email Address	Their email (will be their login)	Yes
First Name	Their first name	No
Last Name	Their last name	No
Site Access	Which sites they can manage	Yes (at least 1)

4. Click Send Invitation

What happens next:

• They receive an email invitation
• Clicking the link takes them to set their password
• After setting a password, they verify their email
• Once verified, they can log in and start working

Invitation notes:

• Invitations expire after 24 hours
• You can invite the same person again if the invitation expired
• Each person needs a unique email address
• They cannot already have a Xylo account with another organization

What Site Authors See

When a Site Author logs in, their experience is streamlined:

• Dashboard: Shows only their assigned sites
• Content: Only posts, pages, categories, and tags for their sites
• Media: Shared media library (all organization media)
• No access to: Billing, team management, site creation, site deletion

If assigned to multiple sites, they can switch between them using the site switcher dropdown.

Managing Site Access

You can change which sites a team member can access at any time:

1. Go to Team in the sidebar
2. Find the team member in the list
3. Click Edit next to their name
4. Check or uncheck sites to adjust their access
5. Click Save Changes

Tips:

• Site Authors need at least one site assigned to do anything useful
• Removing all sites doesn't delete the user, just removes their access
• Changes take effect immediately

Removing Team Members

If someone leaves your team or you no longer need their help:

1. Go to Team in the sidebar
2. Find the team member in the list
3. Click Remove next to their name
4. Confirm the removal

What happens when you remove someone:

• They can no longer log in to your organization
• Their authored content remains (posts, pages, etc.)
• Their user account is deleted
• This action cannot be undone

Note: You cannot remove yourself or other Org Admins through this interface.

Team Member Statuses

Team members can have different statuses:

Status	Meaning
Active	Can log in and work normally
Invited	Invitation sent, hasn't accepted yet
Unverified	Accepted invite, hasn't verified email

If someone is stuck in "Invited" status, they may need a new invitation (the old one expired).

Best Practices for Team Management

When to use Site Authors:

• Guest bloggers who write for one specific site
• Contractors who manage content but shouldn't access billing
• Team members who focus on specific sites in your portfolio

When to make someone an Org Admin:

• Business partners who need full access
• Full-time employees who manage everything
• Anyone who needs to handle billing or create new sites

Security tips:

• Only invite people you trust
• Regularly review who has access
• Remove access promptly when someone leaves
• Use the minimum access level needed for their work