Team Workflow Recommendations
Quick Summary
Effective team management ensures that the right people handle the right tasks. By assigning locations to specific managers, using admin oversight for flagged content, and granting viewer access for reporting purposes, you create a workflow that scales cleanly as your business grows.
Assign Locations to Specific Managers
When your business operates multiple locations, it is important that each location has a clear owner responsible for its reviews. ResponseIQ lets you assign team members to specific locations, so each manager only sees and manages the reviews relevant to their area of responsibility. This prevents confusion, avoids duplicate work, and creates clear accountability.
- Navigate to Team Management from your account settings.
- Invite or select the team member you want to assign.
- Choose the Manager role for that team member.
- Select the specific locations they should manage from the location list.
- Save your changes — the manager will only see their assigned locations on the dashboard.
Pro Tip
For businesses with regional structures, assign a manager to each region's set of locations. This mirrors your existing operational hierarchy and makes it easy for regional managers to oversee their territory's review performance.
Use Admins for Oversight and Flagged Reviews
Admins have access to all locations and can see the full picture across your organization. This makes the admin role ideal for senior managers, marketing directors, or owners who need to monitor overall performance and step in when issues escalate.
- Admins can review and approve responses across all locations, making them the right escalation point for tricky reviews.
- When a location manager is unsure how to handle a sensitive review, they can flag it for an admin to review.
- Admins can adjust AI settings, tone, and custom instructions for any location.
- Admins can invite and remove team members and change role assignments.
- Use admin access for conducting periodic audits of response quality across all locations.
Important
Limit the number of admin accounts to people who genuinely need organization-wide access. Too many admins can lead to conflicting changes to settings and AI instructions.
Grant Viewer Access for Reporting
Not everyone who needs to see review data should be able to make changes. The Viewer role provides read-only access to the dashboard, insights, and review history. This is ideal for stakeholders who want to stay informed without being involved in day-to-day review management.
- Business owners who want to monitor reputation without managing individual responses.
- Marketing team members who need review data for campaigns and reports.
- Franchise owners or corporate contacts who want visibility into location performance.
- External consultants or agencies who advise on customer experience strategy.
Note
Viewers cannot approve, edit, or publish responses. They also cannot change AI settings or team roles. This ensures that reporting access does not accidentally lead to unauthorized changes.
Recommended Team Structure
| Role | Access Level | Ideal For | Key Responsibilities |
|---|---|---|---|
| Owner | Full access + billing | Business owner or account creator | Billing, plan management, and overall account control |
| Admin | All locations + settings | Senior managers, marketing directors | Oversight, escalations, AI configuration, team management |
| Manager | Assigned locations only | Location managers, shift leads | Review responses, day-to-day review management for their locations |
| Viewer | Read-only access | Analysts, consultants, franchise owners | Monitoring, reporting, and strategic review of performance data |
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