How are permissions managed in Parallel?
At Parallel, user's permissions are team based. Each user will have access to certain features depending on which teams they are part of.
💡 Keep in mind: not all teams need specific permissions. You can also use teams simply to organize access to processes.
Since teams in Parallel can be used in different ways, here we’ll focus specifically on those used to manage user permissions.
Let's see it!
ℹ️ In this article we explain where to find the users' teams in Parallel. |
Here you will learn:
A flexible and detailed permission model
Parallel uses a granular permission system, meaning you can control access to each specific feature.
Each permission can be set to one of three states:
✅ Grant: Grants access to the feature.
＝ Do not grant: Neither grants nor denies access to a feature. It is a neutral state.
❌ Deny: Blocks access to the feature.
Default permissions
If you're on the free plan, all users are grouped under a default team called “All users” and will share the same access level.
⚠️ Only paid plans allow custom permission configurations.
Teams with customized permissions
Basic permissions customization
If you're on a Starter or Growth plan, you’ll get an extra team called "Admins" in addition to the default "All users" group.
The Admins team has broader permissions, allowing you to assign more advanced capabilities to specific users (like managers or team leads).
➤ Want to know the difference between “All users” and “Admins”?
Check out the table at the end of the article to compare their permission levels.
| All users | Admins |
Organization |
|
|
Edit organization settings | ＝ Don't grant | ✅ Grant |
Parallels |
|
|
Create templates | ✅ Grant | ✅ Grant |
Create parallels | ✅ Grant | ✅ Grant |
Move templates and parallels | ✅ Grant | ✅ Grant |
Send on behalf of anyone | ✅ Grant | ✅ Grant |
Reports |
|
|
Reports overview | ＝ Don't grant | ✅ Grant |
Template statistics | ＝ Don't grant | ✅ Grant |
Template replies | ＝ Don't grant | ✅ Grant |
Profiles |
|
|
Create and manage profile types | ＝ Don't grant | ✅ Grant |
View profiles | ✅ Grant | ✅ Grant |
Create and update profiles | ✅ Grant | ✅ Grant |
Close profiles | ✅ Grant | ✅ Grant |
Delete profiles | ＝ Don't grant | ✅ Grant |
Delete profiles permanently | ＝ Don't grant | ✅ Grant |
View alerts | ✅ Grant | ✅ Grant |
Subscribe to profiles | ✅ Grant | ✅ Grant |
Integrations |
|
|
Create and manage integrations | ＝ Don't grant | ✅ Grant |
Developer access | ＝ Don't grant | ✅ Grant |
Users |
|
|
View users | ✅ Grant | ✅ Grant |
Manage users | ＝ Don't grant | ✅ Grant |
Teams |
|
|
View teams | ✅ Grant | ✅ Grant |
Create and manage teams | ＝ Don't grant | ✅ Grant |
Manage team permissions | ＝ Don't grant | ✅ Grant |
Contacts |
|
|
View contacts | ✅ Grant | ✅ Grant |
Delete contacts | ＝ Don't grant | ✅ Grant |
Tags |
|
|
Create tags | ✅ Grant | ✅ Grant |
Update tags | ＝ Don't grant | ✅ Grant |
Delete tags | ＝ Don't grant | ✅ Grant |
For more information, you can find here more about the meaning of Grant, Do not Grant and Deny.
➤ Additional team: "Collaborators"
Also, if you need it, we can create another team called "Collaborators" 🤝 with much more restricted permissions than the "All users" team.
In this table, you can see the differences in permissions.
| All users | Admins | Collaborators |
Organization |
|
|
|
Edit organization settings | ＝ Don't grant | ✅ Grant | ＝ Don't grant |
Parallels |
|
|
|
Create templates | ✅ Grant | ✅ Grant | ❌ Deny |
Create parallels | ✅ Grant | ✅ Grant | ＝ Don't grant |
Move templates and parallels | ✅ Grant | ✅ Grant | ❌ Deny |
Send on behalf of anyone | ✅ Grant | ✅ Grant | ＝ Don't grant |
Reports |
|
|
|
Reports overview | ＝ Don't grant | ✅ Grant | ＝ Don't grant |
Template statistics | ＝ Don't grant | ✅ Grant | ＝ Don't grant |
Template replies | ＝ Don't grant | ✅ Grant | ＝ Don't grant |
Profiles |
|
|
|
Create and manage profile types | ＝ Don't grant | ✅ Grant | ＝ Don't grant |
View profiles | ✅ Grant | ✅ Grant | ＝ Don't grant |
Create and update profiles | ✅ Grant | ✅ Grant | ＝ Don't grant |
Close profiles | ✅ Grant | ✅ Grant | ＝ Don't grant |
Delete profiles | ＝ Don't grant | ✅ Grant | ＝ Don't grant |
Delete profiles permanently | ＝ Don't grant | ✅ Grant | ＝ Don't grant |
View alerts | ✅ Grant | ✅ Grant | ＝ Don't grant |
Subscribe to profiles | ✅ Grant | ✅ Grant | ❌ Deny |
Integrations |
|
|
|
Create and manage integrations | ＝ Don't grant | ✅ Grant | ＝ Don't grant |
Developer access | ＝ Don't grant | ✅ Grant | ❌ Deny |
Users |
|
|
|
View users | ✅ Grant | ✅ Grant | ＝ Don't grant |
Manage users | ＝ Don't grant | ✅ Grant | ＝ Don't grant |
Teams |
|
|
|
View teams | ✅ Grant | ✅ Grant | ＝ Don't grant |
Create and manage teams | ＝ Don't grant | ✅ Grant | ＝ Don't grant |
Manage team permissions | ＝ Don't grant | ✅ Grant | ＝ Don't grant |
Contacts |
|
|
|
View contacts | ✅ Grant | ✅ Grant | ＝ Don't grant |
Delete contacts | ＝ Don't grant | ✅ Grant | ＝ Don't grant |
Tags |
|
|
|
Create tags | ✅ Grant | ✅ Grant | ＝ Don't grant |
Update tags | ＝ Don't grant | ✅ Grant | ＝ Don't grant |
Delete tags | ＝ Don't grant | ✅ Grant | ＝ Don't grant |
For more information, you can find here more about the meaning of Grant, Do not Grant and Deny.
⚠️ Exception: the Owner of your organization will always have all permissions.
How can I know who is the Owner of my organization? Go to the User Menu -> Organization -> Users. It’s the first user that appears with the Owner tag.
What if a user belongs to multiple teams?
The most restrictive permission always wins.
The priority is set as follows:
“Deny” takes highest priority. If any of the user’s teams has a permission set to Deny, access to that feature will be blocked — even if another team grants it.
“Grant” has secondary priority. IIf at least one team grants access and none explicitly deny it, the user will have access — even if other teams are set to Do not grant.
“Do not grant” is the neutral state. If all groups to which a user belongs have been set to ＝"Do not grant", access will be decided by system defaults or, failing that, neither granted nor denied.
Practical Example:
Let’s say John is part of two teams: “All users” and “Collaborators”.
In “All users”, a feature is set to ✅ Grant
In “Collaborators”, that same feature is set to ❌ Deny
Even though one team grants access, John will not be able to use the feature — because Deny always takes priority over Grant.
To successfully grant access to a user for a specific feature, make sure:
The user is part of at least one team where the feature is set to ✅ Grant, and
The user is not part of any team where that feature is set to ❌ Deny
Entirely customizable permissions system
If you want to change teams permissions, or create new teams with customized permissions, you can also do it with Parallel!
Parallel enables your organization to set the correct permissions for every user.
⚠️ Please note that permissions' management is an Enterprise feature. If you are interested in this feature, please contact our sales team. |