Roles and Rights management on Marketing Platforms

Who is authorised to do what in the system?

A trainee accidentally books hundreds of billboards throughout Germany because he has full booking rights in the system. A retailer discovers a colleague’s special budget and wonders, “Why didn’t I get that?” His access to regional data was not restricted. An outdated advert goes live because a user unknowingly authorises it.

If rights are not clearly defined, things can quickly become chaotic. This is not only annoying, but also jeopardises brand integrity, data security and the smooth running of internal processes. Yet this can be easily avoided with well thought-out Roles and Rights management on the Marketing Platform. We’ll show you how it works.

Why is the structured assignment of Roles and Rights important?

Precise assignment of Roles and Rights is essential when various parties with different roles, requirements and responsibilities come together in one workspace. A powerful Marketing Platform then creates the necessary foundations: it defines responsibilities, controls processes and ensures compliance with central guidelines. This ensures that marketing processes are compliant, efficient and true to the brand – even when they are highly complex and involve many parties.

A Marketing Platform finely tuned to the company provides answers to the following questions:

• Who is authorised to do what?
• How is brand compliance ensured?
• How do the various approval processes work?
• Which data is visible or editable for whom?
• How do you maintain an overview of dozens of campaigns and partners?

The central mechanisms

Role concepts and Rights management

A platform must be able to regulate in fine detail who is authorised to use which functions. Whether headquarters, region or local partner – everyone needs exactly the freedoms that correspond to their role. This creates security without unnecessary restrictions.

Ensure brand compliance

Predefined templates, centralised image and text modules and blocked editing areas ensure that local adjustments remain within the desired framework. This ensures consistent brand experience across all channels and locations, while authorised users have the option to make individual adjustments.

Release workflows

Whether it’s an advertisement, landing page or social media post: standardised release processes ensure that content conforms to CI-guidelines and is legally compliant before it goes live. This reduces errors and takes the pressure off central teams.

Auditability and compliance

A good platform documents all activities in an audit-proof manner. Who changed or approved what and when? This transparency is essential for internal reviews and legal protection.

Data sovereignty and access control

Not everyone should be able to see or evaluate everything. A Marketing Platform must enable differentiated data access, for example for regional reports or customised dashboards, while maintaining centralised control.

How socoto supports Rights management

Our web-based Marketing Platform is designed precisely for these requirements. Thanks to role-based user administration, individually definable approval processes and modular rights concepts, socoto always gives brands full control over their marketing. With CI-compliant templates, audit-proof documentation of all steps and flexible evaluation options, socoto increases efficiency and at the same time promotes trust – between headquarters and partners or within complex organisations.

Transfer from existing systems

This is also part of our portfolio: when automatically transferring rights from customer systems, we assign existing Roles and Rights from master data management directly to the corresponding areas in socoto MMS, without any additional maintenance effort. This ensures consistent user structures, reduces the need for coordination and guarantees that authorisations are always up-to-date and synchronised across systems.

Providing guidance, safeguarding responsibility, building trust

Here are three examples: a German car manufacturer uses socoto to successfully coordinate marketing campaigns with over 1,800 dealers in Germany and Italy while maintaining brand integrity. A financial services provider uses the socoto platform to enable 1,200 branches to adapt content independently. An Austrian furniture manufacturer has an overview of all local campaigns in socoto’s Marketing Management System and can also use the insights to activate its 350 sales partners. Like these three, all of our customers work in a Roles and Rights system that provides them with guidance, prevents errors and safeguards responsibility. This creates trust, as all phases of the marketing process are transparent, traceable and reliable.

Designing open spaces

We ensure that responsibilities are clearly defined, content is verifiable and data access is controlled. In this way, our easily controllable Marketing Platform creates the basis for efficient and trusting collaboration. Because clearly defined rules create open spaces. Everyone benefits from this.

Would you like to find out more about our Marketing Management System? Then get in touch with us!