Users and access
The two Smartlinks roles and the three permissions behind them, how to add teammates and reset PINs, and what an active, grace or expired subscription allows.
Who can do what in Smartlinks comes down to three permissions, bundled into two ready-made roles. On top of that sits your subscription state, which decides what the whole tenant is allowed to do regardless of anyone’s role.
Everyone signs in with the same Maska login they use for the rest of the product — there is no separate Smartlinks account.
The three permissions
| Permission | What it allows |
|---|---|
| Manage | Create, edit, publish, unpublish and archive pages; rename slugs; upload logos; export email captures. |
| Analytics view | Read the Analytics tab. No editing, no publishing, no export. |
| Users manage | See and use the Users section — add teammates, change their role, reset their PIN. |
The two roles
| Role | Manage | Analytics view | Users manage |
|---|---|---|---|
| Admin | Yes | Yes | Yes |
| Manager | Yes | Yes | No |
A Manager is a full page builder — they can do everything to every page, including publishing — but the Users section never appears for them.
Someone holding only analytics view sees a single tab. The editor opens straight onto Analytics, the Links and Design tabs are absent rather than greyed out, and the CSV export button is hidden.
Your organisation’s admin
If you hold the org-wide admin marker on your Maska account, you inherit every Smartlinks permission automatically — there is nothing to grant yourself to get in. In the Users list you appear as Admin with a shield, and your role is shown as a locked note reading account-wide access, managed in account settings, because it isn’t a Smartlinks role that could be edited here.
The first time such an admin opens Smartlinks without an explicit Smartlinks role, a banner offers to add them properly. Accept it and you’re given the Smartlinks Admin role in one tap and the editor reloads with it. Decline and the banner stays away on that device. Either way your access is unchanged — accepting simply makes it explicit, and puts you in the Users list like everyone else.
The Users section
Admins get a Pages / Users switch beside the Smartlinks wordmark at the top of the editor. Users lists everyone with Smartlinks access, each row showing their name, their contact, their role, a You badge on your own row and a Deactivated badge on anyone switched off.
Select any row to open the edit drawer.
Adding someone
Press Add user. The dialog handles both cases:
- A brand-new person — enter their name and phone, an email if you have one, and pick their role. Maska mints a random four-digit temporary PIN and shows it once, at the moment you create them. Copy it and pass it on; it is never shown again. They’ll be asked to set their own PIN at first sign-in.
- Someone already on Maska — pick them from the list instead. They get Smartlinks with no new PIN and carry on signing in exactly as they do today.
One restriction: an org-wide admin can only be given the Admin role.
Editing someone
The drawer covers everything about one person on one screen:
- Name, Phone and Email — press Save to write the changes. Only fields you actually changed are sent, so an unchanged save does nothing.
- Role — reassign between Admin and Manager.
- Sign-in PIN — Reset PIN generates a new temporary PIN, revealed once in the drawer with a Copy button. They’ll set their own on next sign-in.
Two things are deliberately locked. You cannot change your own role, and you cannot reset your own PIN here — change that from your account settings. Neither is a UI nicety: the server refuses both, so an admin can’t strip or lock themselves out by accident.
Subscription states
Smartlinks access also depends on your subscription. There are three states, and they apply to everyone in the tenant at once.
| State | Editor | Public pages |
|---|---|---|
| Active | Everything, per your role. | Live. |
| Grace | Opens with a warning banner. You can keep editing drafts, but Publish is blocked. | Stay live. |
| Expired | Locked — the editor shows Smartlinks isn’t active. | Go dark. |
Grace is the 30-day window that starts when Smartlinks is deactivated on your account. It exists so nothing your guests rely on disappears the moment a renewal slips: pages already published carry on serving, your team can keep working, and only the act of pushing a change public is paused. The banner reads that pages stay live but new changes can’t be published until it’s renewed.
Once the window passes, the state becomes expired: the editor is locked for everyone and the public pages stop serving. Nothing is deleted — pages, analytics and captured emails are all still there when the subscription is renewed.
If you can’t get in
- Smartlinks isn’t active — the subscription is expired or was never enabled. Ask an admin to enable Smartlinks for your restaurant.
- No access — you’re signed in and the subscription is fine, but you hold no Smartlinks permission. Ask an admin to give you the Admin or Manager role.
Once you’re in, start with Create and publish a page.