How to Activate Viewers

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Overview

The Viewer Role lets you invite external partners, such as brand contacts, stakeholders, or agency clients, into your Repsly account as read-only users. Viewers can access Form Reports and Photo Gallery for the specific forms you assign to them.

 

Before You Begin

  • You must have the Viewer admin permission enabled on your Repsly account to add Viewer users.
  • Viewer users count toward your account's Viewer limit based on your plan tier. Contact your CSM if you need to expand your limit.

 

Step 1: Add a New Viewer User

  1. In Repsly Web, navigate to User Management. Click Add User.
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  2. Fill in: First name, Last name, Email address, Phone (optional), Note (optional – internal reference only).
  3. Select Viewer as the user role.
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Step 2: Assign Form Access

  1. In the Form Access section on the User profile, use the multi-select dropdown to choose which forms this Viewer can see.
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  2. Viewers only see data from the forms you select here.
  3. If no forms are selected, the Viewer will see a 'no access' message when they log in.
  4. Optionally enable: Export permission and/or Insights Dashboard access.
  5. Save all the changes you've made. The Viewer will receive an email invitation to set up their login and access Repsly.
     

 

Managing Existing Viewer Users

To edit a Viewer's form access: User Management → click their name → update form assignments → Save.

To deactivate a Viewer, toggle their account to inactive from their profile page.
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Account-Level Viewer Settings

Admins can configure global Viewer settings under Settings → Application Settings → Viewer:

  • Control comment visibility across all Viewer views and the ability for Viewers to leave comments
  • Control visibility of form report features
  • Control visibility of photo gallery features
  • Control which filters are available across all Viewer views
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Send Activation Emails in Bulk

If you want to send activation emails to multiple users, you can now perform a bulk action. On the Users page, select all Viewers you want to send the activation email. At the bottom of the page, a pop-up message will appear where you can select the option to Send activation email at once. Confirm your decision.

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Troubleshooting

Viewer sees 'no access' message:

Check that at least one form has been assigned in their profile under Form Access.

The viewer didn't receive the invitation email:

Ask them to check spam/junk folders. You can resend from their user profile.

Can't add a Viewer user:

Confirm you have the Viewer admin permission. Contact your Repsly administrator if needed.

SSO Customers with External Users

For SSO-enabled customers, no configuration changes are required for external users on different email domains to continue using regular login. Configuration changes are only needed if those external users should also log in using SSO. In that case, the multi-login type setting must be enabled

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