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Setting Up Your Meltwater Account in Account Settings
Setting Up Your Meltwater Account in Account Settings

Learn more about your account settings and assigning user permissions.

Cheyenne V. avatar
Written by Cheyenne V.
Updated this week

After logging into your Meltwater account, there are a number of different settings and user permissions you can assign and create.

This article will cover:

Understanding Account Settings

Profile

This page is specific to your user settings, including the ability to reset your password, update your time zone settings, etc.

To access the Profile tab, follow the below steps:

  1. Click the Account drop-down in the left-hand navigation bar

  2. Select Profile

Within the Profile page, you can update a few items.

  • First name & Last name: make sure to keep your name updated, if you change your name, or go by another name, such as a shortened name (Ex. Dave instead of David). There are a few places within Meltwater that your name will display to other users.

  • Department and Role: this is great place to specify which department you are in especially if multiple teams in your organization use the same Meltwater account.

  • Change password: update your current Meltwater password

    Note: You will not be able to reset your own email address while logged into the system. If you'd like to update your email address please reach out to our team via Live Chat for assistance.

  • Language: Choose the language in which your Meltwater Account will appear.

  • Time Zone: Choose the time zone you want your account to be set. When creating your daily digests, reports, etc., this will be the time the report is sent in.

  • Start Page: Choose the page you would like your Meltwater account to open to when you log in.

  • Default Account: If you have multiple Meltwater accounts, you can set your default account here.

Manage Users

Administrators on the account can leverage this section in Account Settings to edit, add, and delete Meltwater users.

To access the Manage Users tab, follow the below steps:

  1. Click the Account drop-down in the left-hand navigation bar

  2. Select Manage Users

Below are the various options within the Manage Users tab.

Different User Types

Administrators

Administrators can change aspects of any tool in the Meltwater subscription, such as searches in Explore, dashboards in Analyze, etc. They can also edit, delete, and update permissions for other users.

Viewers

Viewers can conduct ad-hoc searches but cannot save them. They can also configure their own reports and personalize how they consume content streams in the application.

No Access

The user does not have access to certain or all parts of the Meltwater tool. You will receive this notice when attempting to access a tab you do not have access to. Work with the admin on your Meltwater account to adjust your permissions.

Adding a User and Assigning Permissions

Only Administrators can add users and assign them permissions. If you are an admin on your Meltwater account and want to add users and assign permissions, follow these steps:

  1. Select the Account drop-down on the left-hand navigation bar

  2. Select Manage users

  3. Click Add user in the top right-hand corner

  4. Fill in all required fields identified with an *

  5. Check the box next to Send email invite

  6. To assign user Permissions

    1. Navigate to the Permissions section

    2. Click the drop-down next to each tool

      Note: Each drop-down is associated with a specific tool in your subscription. Only the tools you have purchased will be reflected in the Permissions section.

      For example, Explore/Content encompasses searches, tags, labels, and other items in the Content area; Analyze refers to the Analyze dashboard features and associated tools, etc.

    3. Select a Permission

      1. Admin: User will have full access to that tool in your subscription

      2. Viewer: User will be able to view this tool in your subscription but will not be able to make any changes

      3. No Access: User will not be able to view any features in this particular tool of your subscription.

  7. Once all fields are complete, click Add user

Note: Once the user has been created, they will receive an email invite in their inbox to create login credentials. They will then be able to log into the Meltwater account.

Editing and Deleting User Preferences, Permissions, and Visibility

Editing a User’s Permissions

Only Administrators have the ability to edit and update user permissions. Follow the below steps if you are an administrator who would like to make edits to an existing user:

  1. Select the Account drop-down in the left-hand navigation bar

  2. Select Manage users

  3. Click the user you want to edit

  4. Click into the Permission drop-down of choice

  5. Edit that Permission

  6. Select Save user

Editing Your Own Preferences

While you cannot make changes to your permissions if you are not an administrator, you can still edit your preferences, such as time zone and language as a viewer. To do so, follow these steps:

  1. Select the Account drop-down in the left-hand navigation bar

  2. Select Profile

  3. Click into the Preference drop-down of choice

    1. Department

    2. Language: Choose the language in which your Meltwater Account will appear.

    3. Time Zone: Choose the time zone you want your account to be set. When creating your daily digests, reports, etc., this will be the time the report is sent in.

    4. Start Page: Choose the page you would like your Meltwater account to open to when you log in.

    5. Default Account: If you have multiple Meltwater accounts, you can set your default account here.

  4. Select your Preference

  5. Click Save

Updating a User’s Visibility

The Visibility option allows you to customize the features that can be viewed within your Meltwater system for each user. This is ideal for meeting the unique needs of each user, such as ensuring your C Suite only views their top 5 searches. You can enable or remove the visibility of the following:

  • Dashboards

  • Searches

  • Tags

  • RSS Feeds

Only Administrators can update the visibility settings of all users within your account. If you are an administrator who would like to update a user’s visibility, follow these steps:

  1. Select the Account drop-down in the left-hand navigation bar

  2. Select Manage User

  3. Hover over the user you want to edit visibility for

  4. Select Set Visibility

  5. Deselect the searches to remove them from the view of the selected user

  6. Select Save

Deleting a User

Only Administrators can delete users. If you are an Admin on your Meltwater account and want to delete a user, follow these steps:

  1. Select the Account drop-down on the left-hand navigation bar

  2. Select Manage users

  3. Hover over the user you want to delete

  4. Select Delete user

  5. Click OK

Types of Permissions

Each module under Permissions is further explained below:

Explore/Content

  • Admin: User will have full access to view and make changes to the searches, tags, labels, monitor, and other items in the content area.

  • Viewer: User will have the same access as an Admin user but can only create ad hoc searches - the user can not save searches.

  • No Access: User cannot view these features as Explore will be removed from their navigation bar.

Report

  • Admin: User will have full access to the Report tab, allowing them to view and make changes to Digest Reports, Insight Reports (if applicable), Digital Marketing Insights (if applicable), and Custom Score Reports (if applicable).

  • Viewer: User can view all features within the Report tab but can not create new reports.

  • No Access: User cannot view any features falling under Report as Report will be removed from their navigation bar.

Engage

  • Admin: User will have full access to the Engage tab to view and make changes to Conversations, Publish, and Asset Library.

  • No Access: User cannot view any features under Engage as Engage will be removed from their navigation bar.

Share

  • Admin: User will have full access to the Share tab allowing them to view and make changes to Newsletters and Newsfeeds.

  • Viewer: User can create distributions for existing newsletters and newsfeeds but can not create and save new newsletters and newsfeeds.

  • No Access: User cannot view any features falling under Share as Share will be removed from their navigation bar.

Media Relations

  • Admin: User will have full access to the Media Relations tab, allowing them to view and make changes to My Contacts, Search, and Outreach.

  • Viewer: User has full access, same access as Admin.

  • No Access: User cannot view any features falling under Media Relations as Media Relations will be removed from their navigation bar.

Analyze

  • Admin: User will have full access to Analyze, allowing them to view, make changes, and create dashboards and reports under Analyze, including Social Analytics.

  • Viewer: User will be able to view dashboards and reports under Analyze but can not create new dashboards or edit dashboards or specific widgets. User can set a saved dashboard as the home dashboard.

  • No Access: User will not be able to view any features under Analyze as Analyze will be removed from their navigation bar.

Account

  • Admin: User will have full access to everything in the Account tab, such as Profile, Third Party Integrations, Social Connections, and Approved sender. Everything except Manage users.

  • Viewer: User will be able to view Account settings but unable to save any changes made.

  • No Access: User will not be able to view any features falling under Account as "Account" is removed from the navigation bar.

Manage Users

  • Admin: User will have full access to Manage Users (under Account tab) allowing them to add, edit, and delete users as well as modify their application permissions.

  • Viewer: User will be able to view Manage Users but not be able to modify any users on the account.

  • No Access: User cannot view manage users as Manage Users will be removed from their navigation bar.

Meltwater API

  • Admin: User will have full access to everything for the Meltwater API, including managing API tokens.

  • No Access: User will not be able to Manage API tokens but will still be able to review API usage data.

Third-Party Integrations

Integrate third-party applications for a seamless experience. Here you can add your third-party accounts to integrate directly into Meltwater for dashboard widgets, alert notifications, and link shortening.

To access the Third Party Integrations tab, follow the below steps:

  1. Click the Account drop-down in the left-hand navigation bar

  2. Select Third Party Integrations

Learn more about Meltwater Integrations & APIs.

Meltwater API

The Meltwater API provides access to the largest corpus of news and social data in the world, so you can gain a greater analytical understanding of your customers and their markets.

To gain access to the Meltwater API, contact your Account Manager.

To access the Meltwater API tab, follow the below steps:

  1. Click the Account drop-down in the left-hand navigation bar

  2. Select Meltwater API

Social Connections

In Social Connections you can add Facebook, Instagram, and X (formerly Twitter) pages to monitor, expanding your social listening. You can also add owned social connections and paid connections if Engage is a part of your subscription.

To access the Social Connections tab, follow the below steps:

  1. Click the Account drop-down in the left-hand navigation bar

  2. Select Social Connections

Learn more about the types of Social Connections in Meltwater:

Approved Senders

Adding approved senders to your system is mandatory for sending email outreach, press releases, and newsletters from Meltwater. These emails will be used in the "from" section when that outreach reaches people's inboxes.

To access the Approves Senders tab, follow the below steps:

  1. Click the Account drop-down in the left-hand navigation bar

  2. Select Approved Senders

Learn more about Adding Approved Senders.

Email Integration

Email Integration allows you to see your team’s interaction history for a journalist in the Meltwater database, and reply directly in a shared thread.

To access the Email Integration tab, follow the below steps:

  1. Click the Account drop-down in the left-hand navigation bar

  2. Select Email Integration

Learn more about Integrating Your Email.

Setting up Multi-Factor Authentication (Optional)

Before setting up multi-factor authentication in Meltwater, you will need a compatible authenticator app. Popular authenticator apps include:

  • Google Authenticator

  • Microsoft Authenticator

  • Authy

To set up multi-factor authentication, follow these steps:

  1. Click the Account drop-down in the left-hand navigation bar

  2. Select Profile

  3. Navigate to Security

  4. Toggle on Enable Multi-factor authentication

  5. Click Save

  6. Click OK

  7. Click Save again

  8. Click the profile icon in the top right-hand corner of your screen

  9. Click Logout

  10. After you re-logging into Meltwater, a QR code will appear

  11. On your mobile device, open your authenticator app

  12. Select Add a Code

  13. Click Scan a QR code

  14. Scan the QR Code; a code will appear

  15. Enter the code on the Meltwater app

  16. Click Continue

  17. Your Meltwater screen will now reload to your preset Home Page, and you can continue as normal

Note: Due to the existing login and security requirements established with Single Sign-On, if your company has SSO enabled, the MFA toggle in Profile settings will not appear.

Setting Up Single Sign-On (SSO)

Meltwater’s Media Intelligence Single Sign-On (SSO) enables you to securely connect your identity provider to Meltwater, simplifying access and authentication. This is optional. Learn more about Setting Up Single Sign-On (SSO).

💡 Tip

Need more help? Feel free to reach out to us via Live Chat or check out our Customer Community.

Find answers and get help from Meltwater Support and Community Experts.

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