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Managing Team Members in CloudMySite Newsletter

Team Members help you work with other people in your newsletter workspace.

You can invite teammates, assign roles, review campaigns, approve drafts, and keep your newsletter process organized.

This is useful when more than one person helps with your email marketing, such as:

  • Business owners
  • Marketing team members
  • Writers
  • Designers
  • Assistants
  • Reviewers
  • Agencies
  • Freelancers
  • Support staff

Team Members make it easier to create newsletters together without giving everyone the same level of access.

What are team members?​

Team members are people you invite to help manage your CloudMySite Newsletter workspace.

Each person can have a role.

The role decides what they can do.

For example:

Owner:
Can manage everything.

Editor:
Can create and edit campaigns.

Contributor:
Can draft campaigns but may need approval before sending.

Viewer:
Can view information but cannot make major changes.

Roles help protect your workspace while still allowing people to help.

Why use team members?​

Team Members help your newsletter process stay organized and safe.

They can help you:

  • Let writers create drafts
  • Let designers update campaign layout
  • Let managers approve newsletters
  • Let support staff review subscribers
  • Prevent accidental sending
  • Keep campaign ownership clear
  • Improve collaboration
  • Create a simple review process
  • Control who can access important settings

This is especially helpful when newsletters need to be reviewed before they are sent.

Common team roles​

Your workspace may include roles like these.

RoleBest forTypical access
OwnerBusiness owner or account ownerFull access to everything
AdminTrusted manager or senior team memberManage campaigns, audience, settings, and team
EditorMarketing team member or content managerCreate and edit campaigns
ContributorWriter, assistant, or freelancerDraft campaigns and submit for review
ViewerStakeholder or reviewerView campaigns and reports

Your exact role names may vary, but the idea is the same: give each person the access they need.

Owner​

The Owner usually has the highest level of access.

The Owner can typically:

  • Manage the workspace
  • Invite team members
  • Remove team members
  • Assign roles
  • Manage sending domains
  • Manage sender identities
  • Create and send campaigns
  • Review and approve campaigns
  • View analytics
  • Manage billing or account-level settings, if available

The Owner should be someone trusted to manage the newsletter account.

Admin​

An Admin helps manage the newsletter workspace.

Admins can usually:

  • Create and edit campaigns
  • Review campaigns
  • Approve campaigns
  • Schedule or send campaigns
  • Manage subscribers
  • Manage tags and segments
  • Manage forms
  • View analytics
  • Help manage settings
  • Invite or manage team members, if allowed

Admins should be trusted users who understand the business and email sending process.

Editor​

An Editor is usually responsible for creating and improving newsletter content.

Editors can usually:

  • Create campaigns
  • Edit campaign content
  • Use templates
  • Add images or assets
  • Prepare email drafts
  • Submit campaigns for review
  • View campaign status
  • Update campaign copy and layout

Depending on your workspace settings, Editors may or may not be allowed to send campaigns directly.

Contributor​

A Contributor is best for someone who helps write or prepare content but should not send emails without approval.

Contributors can usually:

  • Create drafts
  • Edit their own drafts
  • Add content
  • Submit campaigns for review
  • Make requested changes

Contributors should usually not be able to:

  • Send campaigns without approval
  • Change sending domains
  • Manage billing
  • Remove team members
  • Change important workspace settings

This role is useful for freelancers, assistants, and junior team members.

Viewer​

A Viewer can usually see information but cannot make major changes.

Viewers may be able to:

  • View campaigns
  • View analytics
  • View reports
  • Review content
  • Follow campaign progress

Viewers usually cannot:

  • Edit campaigns
  • Send campaigns
  • Manage subscribers
  • Change settings
  • Invite team members

This role is useful for stakeholders who need visibility but do not need editing access.

How to invite a team member​

To invite someone:

  1. Go to Workspace
  2. Open Team Members
  3. Click Invite Team Member
  4. Enter the person’s email address
  5. Choose a role
  6. Add an optional message
  7. Send the invitation

The invited person receives an email invitation and can join your workspace.

Choosing the right role​

Choose the role based on what the person needs to do.

Ask yourself:

  • Should this person only view campaigns?
  • Should this person create drafts?
  • Should this person edit campaigns?
  • Should this person approve campaigns?
  • Should this person send emails?
  • Should this person manage subscribers?
  • Should this person manage settings?

Best practice: give people the lowest role that still lets them do their job.

This helps protect your newsletter workspace.

Campaign review workflow​

The campaign review workflow helps teams approve newsletters before sending.

A common workflow looks like this:

Draft → Ready for Review → Needs Changes or Approved → Scheduled → Sent

This is helpful when one person creates the newsletter and another person approves it.

Campaign statuses​

Draft​

The campaign is still being created.

Use this status while writing, designing, and editing.

Ready for Review​

The campaign is ready for an Owner, Admin, or approver to check.

Use this when the creator is done with the first version.

Needs Changes​

The reviewer found something that should be updated.

Use this when the campaign needs edits before approval.

Approved​

The campaign is approved and ready to schedule or send.

Scheduled​

The campaign is scheduled to send at a future time.

Sent​

The campaign has already been sent.

Example review process​

Here is a simple example.

1. Contributor creates a campaign draft.
2. Contributor clicks Submit for Review.
3. Admin reviews the campaign.
4. Admin requests changes.
5. Contributor edits the campaign.
6. Contributor submits again.
7. Admin approves the campaign.
8. Owner or Admin schedules the campaign.
9. Campaign is sent.

This helps prevent accidental or unapproved emails.

Why review matters​

Newsletter mistakes can be hard to fix after sending.

A review process helps catch:

  • Typos
  • Broken links
  • Wrong audience selection
  • Incorrect offer details
  • Missing unsubscribe footer
  • Wrong sender identity
  • Bad subject line
  • Images that do not load
  • Buttons that go to the wrong page
  • Campaigns sent before they are ready

Reviewing before sending protects your brand and your subscribers.

What reviewers should check​

Before approving a campaign, reviewers should check:

  • Subject line
  • Preview text
  • Main message
  • Images
  • Button links
  • Video or audio links
  • Spelling and grammar
  • Audience selection
  • Sender name
  • Sender email
  • Reply-to email
  • Unsubscribe link
  • Mobile preview
  • Scheduled date and time

A quick review can prevent major mistakes.

Best practices for team collaboration​

Keep roles simple​

Do not give everyone admin access.

Use roles to separate responsibilities.

Use clear campaign names​

Good campaign names make teamwork easier.

Examples:

June Newsletter - Website Tips
Black Friday Offer - Draft 1
Customer Welcome Email - Review

Add notes when requesting changes​

When sending a campaign back for edits, explain what needs to change.

Example:

Please update the button link and shorten the intro paragraph.

Review before scheduling​

Even if the campaign looks ready, review the final version before scheduling.

Limit who can send​

Only trusted team members should be allowed to send or schedule campaigns.

Remove old team members​

If someone no longer works with your business, remove their access.

Working with freelancers or agencies​

If you work with outside help, Team Members can make collaboration easier.

For freelancers or agencies:

  • Use Contributor or Editor access
  • Avoid giving full Admin access unless needed
  • Review campaigns before sending
  • Remove access when the project ends
  • Use clear campaign names and notes

This lets outside help create content while you stay in control of sending.

Working with a small business team​

A simple team setup could look like this:

Owner:
Business owner

Admin:
Marketing manager

Editor:
Content writer

Contributor:
Assistant or freelancer

Viewer:
Partner or stakeholder

This gives each person the right level of access.

If you are just starting, keep it simple.

Recommended setup:

  • Owner: 1 person
  • Admin: 1 trusted backup person
  • Editor: people who create campaigns
  • Contributor: people who write drafts
  • Viewer: people who only need to review

You can adjust roles as your team grows.

Security best practices​

Protect your newsletter workspace with good access habits.

Best practices:

  • Invite only people you trust
  • Use the correct role for each person
  • Do not share login accounts
  • Remove users who no longer need access
  • Limit sending permissions
  • Review team access regularly
  • Be careful with settings and domains access

Good team access keeps your newsletter safer.

If your documentation or help center is public, these topics can help with search visibility:

  • Newsletter team collaboration
  • Email marketing team roles
  • Campaign approval workflow
  • Newsletter review process
  • Email campaign permissions
  • How to manage newsletter team members
  • Team workflow for email marketing
  • Newsletter collaboration tools
  • Email campaign review checklist
  • CloudMySite Newsletter team members

Use keywords naturally in helpful content. Do not repeat keywords just to rank.

Common questions​

Can I invite more than one team member?​

Yes. You can invite multiple team members and assign each person the right role.

Can I change someone’s role later?​

Yes. If a person’s responsibility changes, you can update their role.

Can contributors send campaigns?​

Usually, contributors should create drafts and submit them for review. Sending should be limited to trusted users.

Can I remove a team member?​

Yes. If someone no longer needs access, you can remove them from the workspace.

Who should approve campaigns?​

Owners, Admins, or trusted approvers should review and approve campaigns before sending.

Should everyone be an Admin?​

No. Give people only the access they need.

Can team members see analytics?​

This depends on their role. Viewers, Editors, Admins, or Owners may have different analytics access.

Troubleshooting​

A team member did not receive the invite​

Ask them to check spam or junk mail. Also confirm that the email address was entered correctly.

A team member cannot edit a campaign​

Check their role. They may have Viewer access or limited permissions.

A contributor cannot send a campaign​

That may be expected. Contributors often need approval before sending.

A team member sees the wrong workspace​

Ask them to confirm they are signed in with the correct email address and selected the right workspace.

A former team member still has access​

Open Team Members and remove their access from the workspace.

Key takeaways​

Team Members help you work together safely in CloudMySite Newsletter.

Use team roles to:

  • Invite teammates
  • Control access
  • Protect sending permissions
  • Review campaigns
  • Approve newsletters
  • Work with writers, designers, agencies, and reviewers
  • Keep your email marketing workflow organized

Start with simple roles, limit who can send, and review campaigns before they go out to subscribers.