Users and roles

The Setup › Users screen shows the users who can access the panel and their permissions. Give each user only the permissions their work requires. This screen is only open to the Administrator role.

Panel address

All brands sign in to the panel at the same address, for example https://panel.sayproof.example. The Sayproof team sends you the address when it opens your brand; bookmark it. Your account, not the address, decides which brand opens: when you sign in, the brand your account belongs to opens with its channels.

• A user belongs to exactly one brand and sees all of that brand’s channels. If your brand has more than one active channel, the top bar has a Channel selector; for which screens are filtered by the selected channel, see Channel and market.
• A wrong password and an unknown username are refused with the same warning: “Could not sign in with these details.” The sign-in screen does not show whether a username exists or which brand it belongs to.
• Brands’ data is kept apart: every request in the panel is bound to the signed-in user’s brand, and the database returns only that brand’s records.
• One browser holds one signed-in account at a time; to sign in with another account, sign out first.
• If your service is frozen or closed, a signed-in user sees a page that explains the state instead of the panel’s screens; administrators can prepare and download the data export on that page: Service status.
• The password link emailed when a user is added, the link in the password reset email, the Copy link link in the review details and the Open in the panel links in downloaded files open the panel address; the person who opens the link signs in with their own account.

Roles

Permission	Moderator	Analyst	Administrator
Can see reviews	✓	✓	✓
Can decide on reviews	✓		✓
Can download reports and files		✓	✓
Can change settings			✓
Can manage market rules			✓
Can manage users and channels			✓
Can handle personal data requests			✓

The screens and actions covered by each permission:

Permission	Screens and actions
Can see reviews	Overview, All reviews, Invitations, Message log, Connection log, Statistics, Market rules; status information on the Integration screen
Can decide on reviews	Awaiting approval; approving, rejecting, hiding, removing, removing a single photo or video, bulk actions; seller replies, resolution notes and closing visitor reports
Can download reports and files	Downloading the review list as CSV, Excel or JSON, Audit report, Activity history and its download, downloading the history in the review details as a file
Can change settings	Settings, Invitation sending, Email templates, trying failed invitations again, Products, Rating topics (creating lists, copying a Sayproof preset list, new versions, retiring lists and assigning lists to product types), Risky words, the method statement link; the Platform connections on the Integration screen
Can manage market rules	Opening a new market rules version for your brand (for a market or a single channel, within the legal limits): Updating the rules
Can manage users and channels	Users, Channels, Store appearance, domains, sender domains, the page check, keys and signing passwords; the setup values, the Test the connection action and sharing the setup guide on the Integration screen
Can handle personal data requests	Personal data requests

The menu only shows the screens the user can access.

Adding a user

1. Enter the username, email address and role, then press Add the user. The email address is required.
2. The password link goes only to the person’s email address; it is not shown on the screen, not even to the administrator who adds the user. If the account already existed, its old password stops working; the person sets a password again with this link. The link opens the panel address, is valid for 3 days and can only be used once.
3. The person opens the link, sets a password and signs in at the panel address.

A user can belong to only one brand. A username that is used by another brand cannot be added to yours; the “this username is taken” warning is shown (username_taken). If the same person also works for another brand, they are added there with a separate username. A username that no longer belongs to any brand is added again if it is entered together with the email address registered on the account; in that case too the old password stops working and a new set-password link is sent to the email address on the account. When a user is removed from the brand and has no other membership left, their password stops working as well.

If the link is lost or expires, an administrator can send the person a new one: Email and password link.

Changing roles and removing users

A user’s role can be changed, or the user removed from the brand, from the list. Both actions require confirmation and are recorded in the Activity history. The role of the brand’s last administrator cannot be changed and this user cannot be removed from the brand; another user must first be given the Administrator role.

Email and password link

The Email column of the list shows the user’s email address. Send me a test emails and password links go to this address. An administrator cannot change a user’s email address (403 email_change_own_only); only the user changes it, with Change my email in the user menu of the top bar, by filling in Current password and New email address. When the address changes, the old address gets an email without any link saying the address was changed, and the new address gets an email saying it is now the account’s address. If a user has lost access to their mailbox, an administrator removes the user from the brand and adds them again with a new username and email address.

The Send a password link button on the row sends a new password link to the person’s email address after confirmation; the link is not shown on the screen. If the person has never set a password the link is valid for 3 days, otherwise for 1 hour, and it stops working once the person sets a new password. Their old password keeps working until they do. A link cannot be sent to a user without an email address (400 invalid / email_required); the user must first add their own address with Change my email.

Email changes and sent links are recorded in the Activity history. Users can also change or reset their password themselves: Resetting and changing a password.

Resetting and changing a password

The I forgot my password link on the sign-in screen opens the Reset your password form. Enter your username or the email address on your account in the Username or email field and press Send the link. If the account has an email address, a password link is emailed to it; the link opens the panel address, is valid for 1 hour and can be used once. The answer on the screen is the same whether or not such an account exists; the form does not reveal which usernames or addresses are registered. A user without an email address on their account signs in with their password and adds the address themselves with Change my email; an administrator cannot enter it.

While signed in, you can change your password with Change my password in the menu that opens when you click your username in the top bar: fill in Current password and New password and press Change password. If the current password is wrong, the password does not change (400 invalid / current_password). You stay signed in after the change. When a password is set through a link or changed, a notice without any link is sent to the account’s email address. With Change my email in the same menu you can change your email address: fill in Current password and New email address and press Change email. If the current password is wrong, the address does not change (400 invalid / current_password). The menu also sets the panel’s language (Language) and its light or dark look (Appearance).

To sign out, press the red sign-out button on the right of the top bar; hovering over it shows Sign out. Signing out is not in the user menu but on this separate button.

Two-step sign-in

You can turn on two-step sign-in for your own account. While it is on, signing in also asks for the 6-digit Verification code shown by the authenticator app on your phone after your password; someone who learns your password cannot sign in without this code.

1. Click your username in the top bar; in the Two-step sign-in part of the menu, press Turn on two-step sign-in.
2. The Setup key and the Setup link appear, each with a copy button. Enter the key by hand in the authenticator app, or paste the setup link into an app that can open it.
3. Enter the code the app shows and press Verify the code and turn on.

To turn it off, press Turn off two-step sign-in in the same part, enter the current code from the app and press Turn off. The code changes every 30 seconds; the previous and the next code are also accepted, and the same code cannot be used twice. Turning two-step sign-in on and off is recorded in the Activity history. A password link does not turn two-step sign-in off; if you cannot reach your authenticator app, contact the Sayproof team.

Sayproof team support access

The Sayproof team is not a user of your brand and does not appear in your Users list. The team signs in to its own management screen with a password and two-step sign-in. When support is needed, a team member can open a support session of 1 hour from there by entering a written reason:

• During the session the team member can do everything the Administrator role can. Keys, passwords and users created in the session stay valid after it ends; if they are not needed, you can remove them on the Channels and Users screens.
• The start of the session, its reason and the actions the team takes during it are recorded in the Activity history with the team member’s username and the Sayproof support role. When the team member opens screens that show customers’ personal data, that is also written to the Personal data access tab as Sayproof support session.
• If the team ends the session before the time is up, the end is recorded with the Sayproof team role.
• If the team member ends the session by signing out of the panel, the end is recorded with the Sayproof support role.
• The session closes by itself when the time is up, and its expiry is written to the Activity history. No email is sent to you about a support session.

Sign-in security

• Passwords must be at least 12 characters long. Common passwords (Turkish common passwords included), passwords made up only of digits, passwords too similar to the user’s details, a common word, team or name combined with a year or a run of digits (such as Galatasaray1905 or Parola123456) and passwords that contain Sayproof, your brand’s name or your username are not accepted. The comparison ignores upper and lower case and Turkish letters (ş, ı, ğ…).
• A session lasts 12 hours.
• Failed sign-in attempts are limited: within 15 minutes, 50 attempts from the same IP address, 10 from the same IP address and username, and a total of 100 for the same username from all IP addresses. Successful sign-ins are not counted.
• A failed sign-in does not state whether the username or the password was wrong.
• Code attempts in two-step sign-in are limited too: within 15 minutes, 50 from the same IP address, 10 from the same IP address and user, and a total of 20 for the same user from all IP addresses. The code has to be entered within 10 minutes of the password step; after that, or if the account’s password changes in the meantime, signing in starts again.
• A password reset can be requested 10 times an hour from the same IP address. If more than 3 requests an hour come from the same IP address for the same username or email, the answer on the screen stays the same but no new email is sent; requests from other addresses are not affected. When changing a password or an email address, the current password can be tried 10 times in total within 15 minutes.
• Every sign-in and sign-out, password set, password reset request, password change, email change and turning two-step sign-in on or off is recorded in the Activity history.