When adding the people of your organization to your intranet, you will most likely be assigning them all as Regular Users. However, there are additional User Types available that allow varying levels of access and permissions. These are especially useful if you want to include collaborators or other people outside your organization in your intranet, but want to limit the amount of interaction and content access they can have.
Access to all user-level functions and features. The ideal User Type for all your “everyday employees”.
Users without the ability to create News, Events, or Listings items but who can still participate by viewing, commenting, liking, and voting. They aren't able to start or manually join a Discussion (regular, Discoverable, or DM), but can be invited by others to participate in them. Semi-Restricted Users are identified, have a User Profile, and can be found via Search.
Suitable for collaborators, consultants, or other people outside your organization that you regularly do business with. Can be given the External distinction as well (see below).
These are the “silent observer” users. They can view items, but aren't able to like, comment, vote, or participate in any Discussions or Tasks. Restricted Users are identified, have a User Profile, and can be found via Search.
Suitable for a dummy account that a guest of your organization can use to take a tour of your intranet without disrupting any of its content or ongoing activity.
Shared (formerly “View-Only”)
Users suited for multiple people sharing a single login ID (for example, at a kiosk). They can view items, but aren't able to like, comment, vote, or participate in Discussions, Direct Messages, or Tasks. Shared Users do not have Profiles, cannot be found via Search, and cannot be @mentioned.
Suitable for anywhere you have multiple people sharing one device (kiosks, trade shows, etc.)
While not an actual User Type, the External distinction can be given to a user to indicate someone outside of your organization. Someone who is not one of your regular employees, but who is part of a team or committee, or is in some other way involved with your organization. For example, a trusted consultant, or a contract employee.
They will appear in People along with everyone else on your intranet, but with one added feature. An orange triangular user badge will appear on their photo and on their Profile card to indicate their external status relevant to your org.
NOTE—for System Admins, if you have someone who is not actively involved in your organization that you want to include as a user for informational reasons (for example, board members, advisors, or even businesses or prominent customers), you can make them an External non-participating user.
To do this, create a Profile for the user, but then do not send out an invitation for them to activate their account. This way, the user will still be shown in People (with only public information available on their Profile), but will not have access to your intranet and will not be involved in or made aware of any activity on your intranet.
There is one other User Type, but it is not tied to an actual person. An Automation User is an account created specifically for setting up third party integrations via API. You can learn more about Automation Users here.