Using HQ as an admin

Manage your organization with Admin/Owner specific settings.

Owners and admins have access to organization wide settings which include “Users,” “Customization,” and “Integrations” pages. 

Table of Contents: 

1. Settings
   1. How to access settings
2. Users
   1. How to change a user’s role
   2. How to change Member permissions
   3. How to set default permissions
   4. Exporting CSV of users ⭐
   5. Changing writer/sender permissions for a specific series
3. Customization 
4. Send controls
5. Integrations 
6. Custom Domain
7. Billing
8. View all series
9. Org-level audience
10. FAQs

1. Settings

🛠️ How to to access settings:

• Navigate to “Settings” located on the far left menu bar
• Here you can view the Users, Customization, Send Controls, Integrations, Custom Domain and Billing pages. 

---

2. Users

In the “Users” page you can view all users in your organization, manage roles and permissions, and export a CSV of users. Role options include owner, admins, or members.

Owners and admins have access to:

• Invite new users and manage user roles and permissions
• Groups and members of your synced directory
• All newsletters, editions, and templates in your organization
• Change sender or writer permissions on a series 
• Add and edit org style guide
• Set default brand colors
• Connect your organization to Microsoft Teams or Slack
• View all editions in the Calendar
• Manage org-level audience
• Manage send controls
  
  

Members have access to: 

• Series that they’re specifically invited to 
• Create a series (with owner/admin permission)
• Invite other users to the organization (with owner/admin permission)
• Access directory sync (with owner/admin permission)
• Manage org-level audience (with owner/admin permission)

Go deeper: Visit our roles and permissions article for more information.

🛠️ How to change user's role:

• Navigate to the Settings tab on the left side panel and click on Users in the dropdown menu.
• Find the user via search bar or scroll.
• Navigate to the “Role” column. 
• Use the dropdown to change the role.

🛠️ How to change member permissions:

• Navigate to the Settings tab on the left side panel and click on Users in the dropdown menu.
• Find the user via search or scroll. 
• Click into the user profile to view their profile.
• Toggle on/off the desired member permissions.
  
  

🛠️ How to set default permissions:

• New users are automatically added with default permissions.
• To manage default permissions, navigate to Settings > Users > Default Permissions.
• Toggle appropriate permissions on/off.

⭐ How to export a CSV of users: 

You can export a list of users in your organization. CSV includes users' name, email, date added, last login date, role, and which series they are part of. 

• Navigate to "Settings" > "Users" 
• Click the "Manage users" button on the top right corner 
• Select "Export CSV" ✅

🛠️ How to change writer/sender permissions for a specific series: 

Access	Sender	Writer
Access and edit all editions in series	✓	✓
View and manage series collaborators	✓	●
View and manage series audience	✓	○
View and manage series settings	✓
Send any edition in series	✓
Grant or remove send permissions	✓
Toggle Edition Rundown recipients	✓
Adjust link access	✓

* One-Offs do not have Sender / Writer permissions: if a user is able to create a One-Off, they will have the ability to send a One-Off.

• To change writer/sender permissions for a specific series navigate to Settings > Users > search for user.
• Click into the user profile and scroll down to view all of their series.
• Navigate to the “Send permissions” column.
• Use drop down to change permissions.
• To remove a user from a series completely, select the trashcan icon.

---

3. Customization

In the Customization page under Settings you can set default brand colors for all series in your organization and set up style guide rules to keep your communications on brand. Org members can override default brand colors in their series settings. 

• ⭐ Note: Secondary and background colors requires an upgrade from the Essential Package. Review our packages here.

---

4. Send Controls

In the Send controls page, admins can control which email addresses users are allowed to send from in HQ. Admins can map users to specific approved “Send-From” email addresses and sender names, ensuring tighter control and security.

🛠️ How it works: 

• Navigate to "Settings” on the far left panel and click “Send controls.”
• Add the specific email address that you would like to lockdown. 
• Send-from names are optional. To add a send-from name click the three-dot button to access the overflow menu then click "Edit."
• To view and add approved senders, click on the thumb icon. By default, all admins are added as approved senders on any send-from email address. 
• To view series usage, click the envelope icon. 
• Users will see a send-from dropdown on their “Series Settings” page where they can select which email they’d like to send from: their own email address, one of their approved email addresses, or noreply@customdomain.com. 

---

5. Integrations

⭐ In the Integrations page you can connect HQ to Microsoft Teams, Slack, and SharePoint. Simply hit “Connect” for your desired integration to get started. 

---

6. Custom Domain

⭐ In the Custom Domain page you can connect your domain and enter the domain address where you would like your emails to send from.

---

7. Billing

⭐ In the “Billing” page you will be able to see the type of subscription plan your organization is currently on. For any questions about billing, contact ar@axioshq.com.

---

8. All series

Admins and Owners can view all series in their organization. Navigate to “View all” located next to Series on the left side panel. 

---

9. Org-level audience

Org-level audience and segment management allows you to centralize and streamline the handling of All recipients across all series. Admins and Owners and authorized Members can add and update segments, manage access permissions, and bulk edit recipients. 

---

10. FAQs

How many admins can an organization have?

There is no limit to the amount of admins you can have. 

What’s the difference between an owner and an admin?

The only difference between an owner and an admin is that only an owner can grant or remove the owner role. Each organization must have at least one owner. 

How do I become an admin? 

Please reach out to a current owner or admin for your organization to request admin access. 

What is Send Controls?

Send Controls allows admins to manage and restrict which users can send emails on behalf of specific email addresses. This feature helps organizations ensure better control over email permissions and prevent unauthorized sending.

How does Send Controls work?

Admins can lock down specific email addresses and optionally sender names to control which users can use these emails when sending. Users must be explicitly granted permission to send from these addresses.

What happens when Send Controls is enabled for my org?

The Send Controls page will display a list of email addresses that have been used to send editions in the last six months. Users who have previously sent from these email addresses will be pre-approved to continue sending.

How does Send Controls affect the Series Settings page?

All senders can send on behalf of themselves (their logged-in email) or use the noreply fallback. If they have permission to send as another email address, that address will appear in the Send-From email dropdown on the Series Settings page.

What happens when a user attempts to send an email from a non-approved email?

Users can verify their sender name and email address before sending via the "Sending from:" line in the send modal. If the user selects a non-approved email, the Send button will be disabled.

What if multiple senders exist in a series, but only one has permission to use an approved email?

Only the approved sender can send an edition using that email. Other senders must change the "Send-from" field to proceed.

Will Google or Outlook email permissions sync with Send Controls?

No. These permissions can only be managed within HQ. External mailbox permissions will not sync.