Team Manager

Creating Team Member Accounts

To add team members, click the My Account icon in the upper right corner of the Piano Dashboard and select Team manager from the dropdown. That will take you to a screen with a list of team members who already have access to your application along with their names, email addresses, and specified roles. As an admin, you can add a new team member by clicking the Add tile to the left of existing team members. Then, enter the new team member's email, name, and role in the modal that appears. Once you hit the "Invite" button, an email will be sent to that team member with instructions on how to login into Piano.

The invitation link from this email is valid for 60 days.

Team Member Permissions

As an admin, you can edit each team member's permissions by clicking the pencil icon next to each team member's name. For your convenience, Piano provides a number of default roles with an associated set of default permissions. The default roles include: Marketing, Marketing lead, Finance, Customer support, and Admin. If you’re using Global Templates or Experiences, the Global admin option will also be available. Note that this option is available only when multiple apps are associated with the merchant. Assigning Global admin privileges gives a user administrative access to all applications within your Piano account automatically.

To see the permissions associated with each role, click “Custom permissions” when viewing a team member's account or creating a new team member account. On the custom permissions screen, you will see a list of granular permissions pre-checked for the role you have chosen.

You are free to customize this list of permissions. For example, you could give your “marketing” user all available permissions and delete some for “admin” users. There are no mandatory or uneditable role properties. The selected role will be displayed in the Team manager list next to the team member's name.

Note that all users will have access to the main Piano dashboard, which provides raw information on total customers, transactions, and sales.

Here are descriptions for all available permissions:

• Manage Promotions: Enables use of Promotions from Manage dropdown.

• Manage Templates: Enables use of Templates from Manage dropdown.

• Manage Offers: Enables use of Offers from Manage dropdown.

• Manage Notifications: Enables use of Email Manager from Manage dropdown.

• Manage Terms: Enables use of Terms, Action Manager, and External API from Manage dropdown.

• Manage Paywalls: Deprecated Enables use of Algorithmic paywall.*

• Manage Resources: Enables use of Resources from Manage dropdown.

• Manage Webhooks: Enables use of Webhooks from Manage dropdown.

• Manage Composer: Enables use of Composer from Products dropdown.

• View Composer: Enables read-only access to Composer from Products dropdown.

• Manage ESP Site: Enables use of Piano ESP from Products dropdown and managing ESP sites. A user with this permission has only access to the specific site ID in ESP linked to the AID where this permission is enabled and can edit campaigns, opt-in forms, etc. only for that specific site.*

• Manage ESP Account: Enables use of Piano ESP from Products dropdown and managing ESP accounts. A user with this permission has access to all ESP site IDs of the client in the ESP dashboard (in case there are multiple linked AIDs under the same merchant ID with ESP enabled, and thus more than one site ID is available in the client's ESP dashboard).*

• Manage Checkout Flows: Enables use of Checkout flows.*

• Manage Site Licenses: Enables use of Site Licensing.*

• User Mining: Enables use of Mine Users from Users dropdown.

• Subscribers: Enables use of Subscribers list from Users dropdown.

• Inquiries: Enables use of Inquiries from Piano Dashboard.

• All Users: Enables use of All Users list from Users dropdown.

• Grant Access: Enables use of Grant Access from Users dropdown.

• Revoke Access: Enables Team members to revoke access.

• Refund Payment: Enables Team members to refund payments.

• Cancel Subscription: Enables Team members to cancel subscriptions.

• View Global Library: Enables viewing of Global templates.*

• Manage Deployment: Enables deploying Global templates.*

• New Activity: Enables viewing of New Activity report from Reports dropdown.

• Revenue: Enables viewing of Revenue report from Reports dropdown.

• Conversions: Enables viewing of Conversions report from Reports dropdown.

• Transactions: Enables viewing of Transactions data from Reports dropdown.

• Subscriptions: Enables viewing of Subscriptions data from Reports dropdown.

• Email Reporting: Enables viewing of Email Reporting from Reports dropdown.

• Manage Business: Enables access to "Edit Business" settings.

• Manage Team Members: Enables use of Team Manager to set team member permissions.

• Manage API: Enables users to view API tokens in their Account settings.

  Removing this permission regenerates the user-specific API token, revoking the user-level API access. This does not affect the app-level API token available on the Piano dashboard homepage, accessible to Admin or Global Admin users with this permission.

  Only Admin/Global Admin users can assign or revoke this permission.

*Please contact your Piano Account representative to enable optional features for your application in case you don't see these permissions.

Note that a user without these permissions won't be able to start the deployment process for Global Experiences or Templates.

Checking "Finance reports" or "Other reports" from the custom permissions screen also enables the reading of reports sent to the Download Center section of the Reports dropdown. These permissions should also be granted in case you'd like to review the progress status of user access granted (which is available under a separate tab in the Download Center as shown below). The granting access functionality itself will not be affected, but users might see an error message and would need to return back to the user's record manually.

Check the "Manage Site Licenses" permissions for team members that need to be able to Mine Users for redeemed site licensees and contracts in the Piano dashboard.

For Global Mode child applications, you're able to add members via Team Manager to each individual app or you can contact Piano support to add a user to all applications of a merchant.

If a member should not have access to one or more of the linked applications, you can simply remove the user from the respective app via the option Remove user. This will remove the user only from this application and keep any access to other applications active.

To remove a Global Admin user from the Team Manager, follow these steps:

1) Demote the Global Admin to another role.

2) Next, remove the demoted user from the desired app(s).

Last updated: July 02, 2026