Setting up Tide users, rolls and teams

What is a users?

A User in Tide represents an individual internal employee within your organization. Every employee must have a personal user account, which is used to define their access rights and responsibilities in the system. This setup ensures secure, traceable, and accountable operations across your organization.

Key concepts

This article will help you:

• Understand Tide user concepts

• Set up different users in Tide

Basic user concepts

Basic introduction

Best practice

Basic user concepts

User

Each employee must have it's own personal user account. For a user you can configure language preferences, default business unit and role, where you specify the permissions. 

Roles

Roles in Tide define a set of permissions that determine what users can or cannot do within the platform. A role is a reusable rights template that can be assigned to one or more employees to control access across the system. It also allows you to define a scope the manage the brands a specific user

Permissions

Permissions determine what features of the Tide Application a user can interact with. These can include access to modules like:

• Dossier management

• PIM (Product Information Management)

• CMS (Content Management System)

• CRM (Customer Relationship Management)

• Admin tools

By default, a user has no permissions. Access must be explicitly granted via assigned roles.

Scope (Catalogue access in PIM)

If your team uses the PIM module, you can limit which catalogues a user can view or edit by defining scope within the role.

This is especially useful for:

• Large teams managing multiple brands

• Agencies that work with segmented content portfolios

• Avoiding cross-team data contamination

Teams and Views

While roles control module access, teams are used to manage visibility and interaction with views (e.g., specific lists of files, products, bookings).

Teams will represent various departments or groups within your organizational structure, offering several key advantages:

• Custom Data Views: Create custom views (e.g., filtered lists of files, products, or bookings) and assign access rights to specific teams.

• Calendars: Assign a separate calendar for each team to manage internal planning, shifts, or team-specific events. See also the [Calendar Management Module].

• Task Assignment: Tasks can be assigned directly to individuals or to entire teams, streamlining workflow management.

Business Relevance

Ensuring that every employee has a unique user profile supports:

• Audit logging

• Permission control

• Process accountability

Basic introduction

Manage teams

Manage rolls

Manage users

Manage teams

1. Navigate to Administration
2. Select Teams
3. In the bottom right corner, click the + New button and the Team-panel will be shown.

Field	Description
Name	The team’s name. Used across modules for selection and visibility.
Email	The “from” email address used when someone from this team sends an email from within Tide.
Auto-fill BCC	When enabled, this automatically sends a BCC copy of every user assigned to this team.
Color	The calendar color assigned to the team. Used when calendar items are created, allowing easy visual identification.
Default Email Template	Select the default email template to be used when sending emails on behalf of this team.
Available Email Templates	Choose which email templates are available for team members to use when sending communications. After selecting the template, it will be added to a list below the selection field e.g.

Manage rolls

1. Navigate to Administration
2. Select Rolls
3. In the bottom right corner, click the New role button and the Role-panel will be shown.

General tab

Permissions tab

Implicitly Not Permitted vs. Explicitly Not Permitted

• Implicitly Not Permitted: If a permission is not added, the user simply doesn’t have access to that function.

• Explicitly Not Permitted: Overrides all other permissions. If one of the user’s roles marks a function as explicitly not permitted, access is denied—even if other roles allow it.

Scope tab

On this tab, you can allow or not allow specific catalogues.

1. Click on the green + New Scope button.
2. The scope configuration fields will be shown

Manage users

To create a user manually, please follow the next steps:

1. Navigate to Administration.
2. Select Users
    
3. In the bottom right corner, click on the Add User button.

General tab

Field	Description
First Name	Employee's first name
Name	Employee's last name
Email	Must be a personal email address (e.g., john.doe@yourcompany.com)
Business Unit	Default unit assigned to the user. New files they create will default to this BU (but can be changed). This list is managed on the 3rd tab.
Language	Sets the default interface language. Can be changed later in personal settings.
Active	Toggle off to deactivate the user (e.g. when they leave). Users cannot be deleted, only deactivated.

 

Roll tab

Select the relevant roles that apply to the user. The roles listed below are provided as examples, and you can tailor them to align with your organization's specific structure and needs.

Business units tab

Here you can specify the allowed business units. In case nothing is selected, the system will assume access to all Business units is allowed.

Deleting a User

Tide does not allow user deletion. To remove a user's access:

1. Go to the user's profile

2. Uncheck the Active field
   

This will disable their login and hide them from operational views.

Best practices

• Deactivate accounts when employees leave

• Tide User accounts are strictly personal.
  They must not be shared with colleagues, interns, temporary staff, or part-time employees-even temporarily. Violations may lead to contractual penalties. See Tide’s Terms and Conditions for details.

• Users email must be personal. e.g. john.smith@travelorganisation.com
  And thus not:
  • interim@travelorganisation.com
  • marketing@travelorganisation.com