Review management is a team sport. Whether you’re a franchise with regional managers across the country or a restaurant group with location-specific staff, the right people need the right access. That’s why Sentimaps includes enterprise-grade role-based access control — even on smaller plans.
Why Role-Based Access Matters
According to Gartner, organizations with proper access controls experience 50% fewer data security incidents than those with flat permission models. But security isn’t the only benefit:
- Accountability: When each team member has defined responsibilities, nothing falls through the cracks
- Focus: Members only see data relevant to their role, reducing cognitive overload
- Compliance: KVKK and GDPR require data access to be limited to authorized personnel
- Scalability: As your team grows, permissions scale without manual configuration
Three Default Roles
Sentimaps comes with three built-in roles designed around the most common team structures:
Admin — Full Control
Admins have unrestricted access to every feature in the platform. This role is for headquarters leadership, IT managers, or business owners who need complete visibility and control.
Permissions include:
- View and manage all companies and locations
- Create, edit, and delete organizations
- Invite and remove team members
- Assign and modify roles
- Access all reports and analytics
- Reply to reviews across all locations
- Configure integrations and data sync
- Export data in all formats
- Manage billing and subscription
Best for: CEO, CTO, Operations Director, IT Administrator
Editor — Operational Access
Editors can work with data and respond to customers, but cannot modify organizational settings or manage team members. This is the workhorse role for day-to-day review management.
Permissions include:
- View all assigned companies and locations
- Access reports and analytics
- Reply to reviews
- Generate and send reports
- Export data
- Use GMB optimization features
Cannot:
- Invite or remove team members
- Change role assignments
- Modify organization settings
- Delete companies or locations
Best for: Regional Manager, Marketing Manager, Customer Experience Lead, Store Manager
Member — View Only
Members can see data but cannot take actions. This is ideal for stakeholders who need visibility without the ability to modify anything.
Permissions include:
- View assigned companies and locations
- Read reports and analytics
- View review data and sentiment trends
Cannot:
- Reply to reviews
- Generate or send reports
- Export data
- Modify any settings
Best for: Franchise Owner (viewing only), Board Member, External Consultant, Trainee
Custom Roles
Beyond the three defaults, Sentimaps allows you to create custom roles with granular permissions. This is essential for organizations with unique structures.
Creating a Custom Role
Navigate to Settings → Roles and click “Create Role.” You’ll see a permission matrix covering:
- Companies: View, create, edit, delete
- Locations: View, create, edit, delete
- Reviews: View, reply, export
- Reports: View, generate, send, export
- Analytics: View, export
- Competition: View, add competitors, sync
- Settings: View, modify
- Team: View, invite, manage roles
Toggle each permission on or off to create the exact access profile you need.
Example Custom Roles
Regional Supervisor: Editor permissions but only for locations in their region. Can reply to reviews and generate reports, but cannot see other regions’ data.
Social Media Manager: Can view reviews and sentiment data across all locations, export data for social media reporting, but cannot reply to reviews directly through the platform.
Compliance Officer: Read-only access to all data across all locations, plus export capability for audit purposes. No ability to modify any data.
Team Invitations
Adding team members is straightforward:
- Go to Settings → Members
- Click “Invite Member”
- Enter their email address
- Select their role
- Send invitation
The invited person receives an email with a link to create their account. Once they accept, they immediately have access based on their assigned role. You can resend invitations for pending members or revoke access at any time.
Practical Team Structures
Restaurant Group (15 locations)
| Role | People | Access |
|---|---|---|
| Admin | CEO, Operations VP | All locations, full control |
| Editor | 3 Regional Managers | 5 locations each, review response + reports |
| Member | 15 Store Managers | Their own location, view only |
Retail Chain (50 locations)
| Role | People | Access |
|---|---|---|
| Admin | HQ Team (3 people) | All locations, full control |
| Custom: “Area Manager” | 5 Area Managers | 10 locations each, review response + reports |
| Custom: “Store Lead” | 50 Store Leads | Own location, view + review response |
| Member | Board Members (4) | All locations, view only |
Franchise Network (100+ locations)
| Role | People | Access |
|---|---|---|
| Admin | Franchisor HQ | All locations, full control |
| Custom: “Franchise Owner” | Franchise owners | Their locations, view + reports |
| Member | External consultants | Assigned locations, view only |
Notification Preferences by Role
Each team member can configure their own notification preferences:
- Review alerts: Get notified when new reviews arrive (filterable by rating — e.g., only 1-2 star reviews)
- Analysis alerts: Weekly/monthly analysis summaries
- Report scheduling: Automatic report delivery by email
- Alert frequency: Immediate, daily digest, or weekly digest
This ensures the right people get the right information at the right time — without inbox overload.
Security and Compliance
Role-based access isn’t just a convenience feature — it’s a compliance requirement:
- KVKK (Turkish Personal Data Protection): Requires that personal data access is limited to authorized personnel with legitimate business need
- GDPR: Mandates access controls and audit trails for customer data
- SOC 2: Role-based access is a core requirement for SOC 2 compliance
Sentimaps’ RBAC implementation meets all three standards, with full audit logging of who accessed what and when.
Get Started
Team collaboration features are available on Business plans and above. Role management, team invitations, and custom roles are all included.
Try Sentimaps free for 14 days → sentimaps.com