Use Access Management in SearchStax Site Search to invite users, assign roles, and manage account access. User roles determine which features each person can use. For example, Developers configure the search experience, Marketers manage search optimizations, and Team Members review search analytics.
App-Level Permissions
User roles control which features someone can use. By default, users with access to an account can access its Apps within the limits of their roles.
When App-Level Permissions is enabled, Owners and Admins can also control which Apps individual users can access. A user's role still determines what they can do within those Apps.
When you create an App with App-Level Permissions enabled, access is initially granted to the App creator, Account Owner, and all account Admins. Owners and Admins can grant access to other users. The Account Owner always has access to all Apps.
Note: App-Level Permissions isn't available for every account and must be enabled separately from role-based access. To ask about availability, contact SearchStax Support. For instructions, see App-Level Permissions.
Site Search User Roles
Roles give Site Search users preset permissions appropriate to their missions.
| User Role | Description |
|---|---|
| Owner |
The Owner has full control over all Site Search tools and activities. This is the only user who can create or terminate an account or transfer ownership to another user. The Owner can create and delete Apps. The Owner can add or remove users and assign roles to them. There can be only one Owner at a time. |
| Admin |
An Admin has the same universal access as the Owner, but can't create or terminate an account, nor transfer account ownership. |
| Developer |
Owns the technical implementation of the search experience on the website, such as search fields, faceting, and ranking settings. Has access to APIs and JS Accelerators. Can't create, terminate, or transfer ownership of the account. Can't create or delete Apps. Can't manage users. Can view Subscriptions when the plan and permissions allow access. |
| Marketer |
Has full access to Analytics history. Performs day-to-day tuning of the website search experience through features such as auto-suggest, related searches, results configuration, stopwords, synonyms, spell check, promotions, faceting, sorting, and Smart Match Assist. Can't configure Ranking or Smart Ranking. Can't view user or billing information. |
| Billing Member |
The Billing Member can view subscription information on the Subscriptions page. If Activity Logs is available for the account, this user can also view their own activity. The Billing Member can't access search analytics or configuration features. |
| Team Member |
The Team Member has read-only access to search analytics. If Activity Logs is available for the account, this user can also view their own activity. Team Members can't manage users or configure search. |
Managing Users
The Users tab of Access Management lets Owners and Admins manage account users. If App-Level Permissions is enabled and you've created at least one App, they can also use the App Access tab to manage access to specific Apps.
If you don't see the App Access tab, check whether App-Level Permissions is enabled for your account and whether you've created an App. See App-Level Permissions for details.
Add a New User
Go to the Account menu in the upper right corner of the SearchStax Site Search screen. Pull down the menu and select Access Management.
You'll see a list of your team members with a button for inviting a coworker to enroll as a team member.
Click the invitation button, enter the user's name, email address, and role, then submit the invitation.
Once invited, the new member receives an email asking them to follow a link to register a password securely. Two-factor authentication and single sign-on (SSO) are also available. After they complete that step, they can log into Site Search with their new credentials.
When a user registers a password, it must meet the following requirements:
- Be 15-64 characters long
- Include letters and numbers
- Include at least one uppercase letter
- Include at least one special character (for example,
!@#$&)
Invitation links expire after 24 hours. If an invitation expires, resend it from Access Management. Check the box beside the user's name and click the reinvite icon .
Transfer Ownership
The account Owner is the only user who can transfer ownership.
Note: If the current Owner is no longer available or you can't use Transfer Ownership, contact SearchStax Support. The proposed new Owner must be an account user. If they aren't already a user, they need to accept an invitation first. Invitation links expire after 24 hours.
Go to the Account menu in the upper right corner of the SearchStax Site Search screen. Pull down the menu and select My Profile.
Click the Transfer Ownership button to open a dialog box.
Select the new owner from the dropdown list of available users and Save the result. The former owner becomes an account Administrator.
Change a User's Role
Both the Owner and account Administrators can update user roles.
Go to the Account menu in the upper right corner of the SearchStax Site Search screen. Pull down the menu and select Access Management.
Click a user from the team list to open the User Profile.
Open the Role dropdown and select a new role for the user. Be sure to Save the result.
Delete a User
The Owner and account Administrators can remove a user.
Go to the Account menu in the upper right corner of the SearchStax Site Search screen. Pull down the menu and select Access Management.
Locate the user in the team list and check the associated checkbox. Click the trashcan icon to remove the user from the account.
Activity Logs
Activity Logs give you visibility into user actions and system events within the SearchStax Site Search platform. This feature helps you track configuration changes, troubleshoot issues, and maintain audit trails for compliance purposes.
Viewing Activity Logs
Activity Logs must be available for your account. When the feature is available, access depends on your user role:
- Administrators and Owners: View the complete Activity Log for all users across the account. This gives you full visibility into all actions and events.
- Other users: View only your own activity log to track your personal actions within the system.
What Activity Logs Include
Activity Logs capture important system events and user actions, including:
- Configuration changes to Apps and Search Profiles
- User management actions (adding, removing, or modifying users)
- Publishing and draft save operations
- System-level activities and administrative actions
- Timestamps and event details for each action
Use Cases
Activity Logs support several important use cases:
- Audit trails: Track who made changes and when for compliance requirements
- Troubleshooting: Identify when specific configuration changes occurred
- Security monitoring: Monitor user activity for security purposes
- Accountability: Maintain clear visibility into user actions across teams
- Compliance: Support audit preparation by reviewing recorded account and configuration changes.
For detailed information about accessing and using Activity Logs, see Viewing Activity Logs.