Campaign Specialist Assignments

Overview: The Campaign Specialist Assignments dashboard allows ProfilePilot admins to efficiently manage multi-organization access for campaign specialists working on Do-It-With-Me (DIWM) and Do-It-For-Me (DIFM) service plans. Instead of switching between client organizations to invite specialists, admins can assign campaign specialists to multiple client organizations from a single central panel.

Access: Go to Admin > Campaign Specialists (available only to admin users)

How Campaign Specialist Access Works:

Campaign specialists gain access to multiple client organizations through membership records in the database. Each membership is scoped to a specific organization. When a campaign specialist is invited to an organization and accepts the invite:

• A new membership record is created linking their user account to that organization

• They gain campaign_specialist role access within that organization

• Their Org Selector dropdown is populated, allowing them to switch between organizations

• When they select an org, all dashboard data is scoped to that organization

Dashboard Overview:

The Campaign Specialist Assignments dashboard displays all campaign specialists across every organization you have access to. For each specialist, you can see:

• Email Address: Their email/user identifier

• Full Name: If available from their user profile

• Assignment Count: Number of organizations they currently have access to

• Organization Assignments: Detailed list showing which organizations they are assigned to, when they were added, and their active/inactive status

Assigning a Campaign Specialist to an Organization:

Step 1: Open the Campaign Specialist Assignments dashboard at Admin > Campaign Specialists

Step 2: Find the campaign specialist in the list and click "Assign to Org" button on their card

Step 3: A dialog box will appear showing available organizations (organizations where this specialist is NOT already assigned)

Step 4: Select the target organization from the dropdown menu

Step 5: Click "Send Invite" — an invitation email will be automatically sent to the campaign specialist

Step 6: The campaign specialist will receive an email invite and can click the link to accept. Once accepted, they will immediately gain access to the selected organization.

Important: The invite system prevents duplicate assignments — if a campaign specialist is already assigned to an organization, that organization will not appear in the dropdown.

Removing a Campaign Specialist from an Organization:

Step 1: In the Campaign Specialist Assignments dashboard, locate the campaign specialist

Step 2: Under their assignments, find the organization you want to remove them from

Step 3: Click the trash icon button on that organization row

Step 4: Confirm the removal — the specialist will immediately lose access to that organization

Note: Removing a specialist is instantaneous. They will not be able to access the organization the next time they try to view it in their Org Selector or reload the dashboard.

Key Benefits:

• No Context Switching: Manage all campaign specialist assignments from one central location without switching between client organizations

• Visibility: See at a glance which specialists are assigned to which organizations

• Efficiency: Quickly add specialists to new clients as you onboard them to DIWM/DIFM service plans

• Prevents Duplicates: The invite system automatically prevents assigning specialists to organizations where they already have access

• Clear Assignments: Each assignment card shows the date added and active status

Workflow Example (Onboarding a New Client):

1. Your team onboards a new client (e.g., "Local Restaurant Chain Inc")

2. You create the organization in ProfilePilot (e.g., org_id = "acme-restaurants-2026")

3. You go to Admin > Campaign Specialists

4. You find your DIWM specialist (e.g., john.specialist@profilepilot.com)

5. Click "Assign to Org" and select "Local Restaurant Chain Inc"

6. The specialist receives an invite email and accepts

7. They now have access to this client org and can see it in their Org Selector

8. They can immediately start managing the client's social posts, locations, and reputation

Troubleshooting:

"Assign to Org" button is disabled: This means the campaign specialist is already assigned to all organizations you have access to. There are no available organizations to add them to.

Specialist doesn't see org in their Org Selector: After accepting the invite, they may need to refresh the dashboard or log out/log back in. The Org Selector appears after they have 2+ organization memberships.

Invite not received: Check that their email address is correct. Resend the invite by trying to assign them again — the system will send a new invite email.

Cannot remove a specialist: Ensure you have admin privileges in the ProfilePilot org. Only admins can add/remove specialists from organizations.

Best Practices:

• Assign specialists to organizations as soon as clients are set up, so specialists can start work immediately

• Review and remove specialists from organizations when they complete DIWM/DIFM engagements

• Keep the specialist-to-org mapping organized to prevent confusion about who manages which clients

• Use this dashboard as the source of truth for campaign specialist assignments across your portfolio