Adding and Removing Users in Storyblok

Storyblok provides robust team collaboration features that allow you to invite users to your space and manage their access. This guide covers inviting users, managing permissions, and removing team members.

Prerequisites

• Have Owner or Admin role in Storyblok space
• Have access to Storyblok Dashboard
• Know the email addresses of users to invite

Adding Users to Storyblok

Step 1: Access Settings

1. Log in to Storyblok Dashboard
2. Select your space
3. Click Settings in left sidebar
4. Navigate to Collaborators

Step 2: Invite New User

1. Click Invite collaborator button
2. Enter collaborator's email address
3. Select role from dropdown:
   • Admin
   • Editor
   • Developer
   • Viewer (read-only)
4. (Optional) Select specific folder permissions
5. Click Invite

Step 3: User Accepts Invitation

The invited user will:

1. Receive email invitation from Storyblok
2. Click Accept Invitation link in email
3. Create Storyblok account (if new user) or log in
4. Gain access to space with assigned role

Inviting Multiple Users

To invite multiple users:

1. Go to Settings → Collaborators
2. Click Invite collaborator
3. Enter first email and select role
4. Click Invite
5. Repeat for additional users

Note: Storyblok doesn't currently support bulk CSV import for invitations.

Managing Existing Users

View Current Users

1. Navigate to Settings → Collaborators
2. View list of all collaborators with:
   • Name/Email
   • Role (Owner, Admin, Editor, Developer, Viewer)
   • Status (Active, Pending)
   • Folder access (if restricted)

Change User Role

To modify a collaborator's permissions:

1. Go to Settings → Collaborators
2. Find the user in the list
3. Click Edit (pencil icon) next to their name
4. Select new role:
   • Admin - Full space access
   • Editor - Content creation and editing
   • Developer - Technical access
   • Viewer - Read-only access
5. Click Save
6. Changes apply immediately

Note: You cannot change the Owner's role. Ownership must be transferred separately.

Removing Users from Storyblok

Remove a Collaborator

1. Navigate to Settings → Collaborators
2. Find the user to remove
3. Click Remove button (trash icon) next to their name
4. Confirm removal in popup dialog
5. User immediately loses access to space

Effects of removal:

• User cannot access space
• User's published content remains in space
• User's drafts remain in space
• Cannot be undone (must re-invite if needed)

Remove Pending Invitation

For invitations not yet accepted:

1. Go to Settings → Collaborators
2. Find pending invitation (shows "Pending" status)
3. Click Cancel invitation button
4. Invitation link becomes invalid

Special Cases

Transferring Space Ownership

To transfer ownership to another user:

1. Current Owner logs in to Storyblok
2. Navigate to Settings → Collaborators
3. Find the user to become new Owner
4. Click Transfer ownership
5. Confirm transfer

Important:

• Only the Owner can transfer ownership
• Previous Owner becomes Admin after transfer
• Cannot be undone
• New Owner gains full billing and deletion rights

Best Practice: Ensure new Owner accepts before transferring.

Removing Yourself

If you're an Admin, Editor, or Developer (not Owner):

1. Navigate to Settings → Collaborators
2. Find your own name in list
3. Click Leave space
4. Confirm action

Note: Owners cannot remove themselves; ownership must be transferred first.

Folder-Level Permissions

Storyblok allows restricting user access to specific folders:

Assign Folder Access

1. Go to Settings → Collaborators
2. Click Edit next to user
3. Under Folder Access, select:
   • All folders - Full space access
   • Specific folders - Limited to selected folders
4. If Specific folders, check folders to grant access
5. Click Save

Use Cases:

• Multi-brand spaces (restrict access by brand)
• Agency spaces (restrict access by client)
• Department-specific content areas

User Limits by Plan

Storyblok Plans and User Limits

Note: Limits may vary. Check your plan details in Storyblok.

Collaboration Best Practices

Role Assignment Strategy

Assign Admin to:

• Technical leads managing integrations
• Senior content strategists
• Team members needing full space control

Assign Editor to:

• Content creators and writers
• Marketing team members
• Regular contributors

Assign Developer to:

• Front-end developers
• Technical integrators
• API users

Assign Viewer to:

• Stakeholders needing read-only access
• External reviewers
• New team members during onboarding

Security Recommendations

1. Principle of Least Privilege

   • Grant minimum role needed for job function
   • Regularly review user roles quarterly

2. Offboarding Process

   • Remove users immediately upon departure
   • Document removal in team notes

3. Periodic Audits

   • Monthly review of active collaborators
   • Remove inactive users (6+ months)
   • Verify roles match current responsibilities

4. Use Strong Passwords

   • Require team to use password managers
   • Enable two-factor authentication

5. Separate Staging/Production

   • Use different spaces for staging and production
   • Limit production access to essential users

Troubleshooting

Issue: Invitation Email Not Received

Possible Causes:

• Email in spam/junk folder
• Typo in email address
• Corporate email filter blocking

Solution:

1. Ask recipient to check spam folder
2. Verify email address spelling
3. Re-send invitation
4. Try alternative email address
5. Contact IT if corporate email blocks Storyblok

Issue: Cannot Remove Collaborator

Possible Causes:

• Insufficient permissions (not Owner or Admin)
• User is the Owner (cannot be removed)

Solution:

1. Verify you have Admin role
2. Transfer ownership if trying to remove Owner
3. Clear browser cache and retry

Issue: User Has Access After Removal

Possible Causes:

• Browser cache
• Session still active

Solution:

1. User should log out and log back in
2. Clear browser cache/cookies
3. Wait 5-10 minutes for changes to propagate

API Access Management

Creating Personal Access Tokens

Users with technical needs may require API access:

1. Navigate to Settings → Access Tokens
2. Click Generate new token
3. Enter token name
4. Select access level:
   • Preview (read draft content)
   • Public (read published content only)
5. Click Create
6. Copy token immediately (won't be shown again)

Security Note: Treat API tokens like passwords. Store securely and rotate regularly.

Removing API Tokens

1. Go to Settings → Access Tokens
2. Find token to revoke
3. Click Delete button
4. Confirm deletion
5. Token immediately invalid

Next Steps

• Understand Storyblok Roles and Permissions
• Set up GA4 for Storyblok
• Configure GTM for Storyblok

Related Resources

• Storyblok User Management Documentation
• Storyblok Collaboration Features
• Storyblok Security Best Practices