The Quickstart Guide to Team Website Collaboration with Squarespace Enterprise
The hallmark of successful enterprise teams are employees who know their roles and perform them confidently. Teammates who understand their responsibilities, skills, and strategies work better together. While they may have different abilities and strengths, their cooperation is key to increasing your company’s success and bottom line.
With many individuals of varying skill levels collaborating on projects, a cohesive unit completes tasks quicker and more accurately. Although you have product marketers, content specialists, designers, editors, SEO specialists, and more, each needs to play their part to meet deadlines and create quality web content.
Sophisticated organizations need a CMS with strong role permissions to optimize output. These roles determine the actions that users can take on your site, giving your org immediate guardrails to prevent issues, improve collaboration, and increase visibility.
Establishing website role permissions with Squarespace Enterprise
Assigning precise role permissions empowers team members to contribute effectively by establishing their responsibilities. In projects, these clearly defined positions create streamlined processes and more effective workflows.
They also improve the internal visibility and accuracy of your site’s content. While errors are a part of being human, these permissions create safety nets that keep mistakes from reaching production. Team members can complete relevant tasks without risk of publishing accidental changes.
For example, a junior content author may need to build out blog content, while a team lead ensures that copy and formatting are accurate. With features like page drafts, an author can create web pages without the ability to push them live, leaving review and publishing responsibilities to a team lead.
Squarespace Enterprise breaks down permissions into specific roles to improve collaboration. They directly correspond to typical responsibilities and actions within large brands, empowering your team to start working without extensive setup. Squarespace Enterprise provides role permissions for contributors at either an organization level (for all your org’s sites) or at a team level (for specific websites).
Organization-level roles on Squarespace Enterprise
Enterprise team admin
The Enterprise-level team admin has the highest degree of authority across your digital platform and should be a highly trusted leader. They’ll have the ability to access and edit all Enterprise sites, create trial sites, and activate sites for billing.
They can also view the Team tab on the Enterprise dashboard and add or manage team members. Once they create the accounts, the admin can manage their permissions on specific sites.
Because they have the most control across your portfolio, your Enterprise team admin should be a responsive and reliable manager or executive. They’ll have total account visibility, giving them the power to activate or remove team members on any site.
Enterprise team member
Your Enterprise-level team members are high-value contributors who oversee sites globally across your brand. They’ll have access to your Enterprise dashboard and a view of your entire brand portfolio, but they won’t be able to activate sites.
These team members aren’t assigned any automatic permissions for sites within the org, so you’ll need to add these individually. They also can’t access the Team tab to add members or manage their role permissions, but they can create trial sites for testing purposes.
An Enterprise team member should be a valued contributor who benefits from transparency across your brand, but who doesn’t need to be a site owner. They could be an SEO specialist or content manager who needs to optimize SEO globally or enforce brand guidelines or overall content messaging for site accuracy.
Team-level roles in Squarespace Enterprise
Website admin
A team-level website admin can perform any action related to a specific website in your portfolio. They can edit content, change site settings, set up site and page-level SSO (if activated), and more. They can also add contributors to that specific site and manage their permissions.
Their permissions allow them to streamline workflows for a single site and make operations seamless for the rest of their working team.
Website manager
A website manager has full access to the Pages and Design panels of a single website They can customize the website’s look and feel or edit page content and settings, including creating, renaming, editing, deleting, or publishing drafts.
They can also connect social accounts and integrations to the site or add marketing features like announcements.
Because they’ll have editable access to both content and design, the website manager role may be best suited for creatives or content marketing managers on your team who oversee a single property in your portfolio. These permissions empower them to make impactful changes to your site without requiring lengthy reviews or audits.
Website editor
The website editor role has permission to change a specific website’s content but cannot alter its design. They only have access to the Pages panel, allowing them to publish content edits to live pages and create, edit, rename, or delete drafts. They will require the assistance of a website manager or website admin to launch new content.
Website editors should be team members who are responsible for the health and accuracy of your site. They’ll be able to fix 404 links, make updates as features change, and more.
Draft editor
A draft editor is a Squarespace Enterprise-exclusive role that empowers junior team members to contribute content while protecting the integrity of your site. They can create or edit page drafts, but they cannot publish them. They also cannot edit any non-draft content.
Because of this limited access, the draft editor role helps less experienced team members work without fear of making undesired changes. All drafts have to pass a review stage before publishing, and all public content is safe from unapproved edits.
This role permission may be best suited to interns, associate-level contributors, or freelancers who are capable of creating good content but should not have complete autonomy.
Kickstarting your Squarespace Enterprise workflow
Onboarding your team members and assigning them the correct permissions from the start is essential to seamless website production. Here’s how to quickly set up your organization’s collaborative workflow with Squarespace Enterprise:
Have an admin add all team members to the org and give access to the correct sites from the “Teams” tab in the Enterprise dashboard.
Assign the website manager role to all designers so they can start editing layouts, visuals, and content.
Give the draft editor role to all interns and junior team members so they can begin creating and editing unpublished pages.
Appoint website managers to review the draft editors’ work, make changes as needed, and publish the approved versions.
Have team admins review everything once your team publishes enough content to launch the site. If it’s covered under their Enterprise plan, activate the site(s).
Use tools like tagging and filtering to indicate the current development stage of the site(s) for stakeholders and contributors.
Unlocking your team’s collaboration potential with Squarespace Enterprise
Large-scale team website collaboration can be challenging, but granular role permissions create streamlined workflows and optimize productivity. They encourage creativity and shared workflows while protecting your site from unwanted changes.
With Squarespace Enterprise, your teams have the tools needed to collaborate with ease at both an organizational and individual site level. Leads and managers can monitor content production, improve designs, and approve changes while contributors can create drafts that make up the bulk of your digital footprint.