Template sharing makes it easy to standardize UTM creation across your team while still allowing individuals to maintain their own personal templates.
Types of Templates
UTM Manager supports three types of templates:
Personal Templates
Personal templates are owned by an individual user. They are ideal for campaigns, workflows, or naming conventions that only you use.
Organization Templates
Organization templates are available to everyone in your organization. These are typically used for company-wide standards and approved naming conventions.
System Templates
System templates are built into UTM Manager and are available to all users. They cannot be modified or shared.
Who Can Share Templates?
Sharing permissions depend on both the template type and your role within the organization.
| User | Personal Template (Own) | Personal Template (Someone Else’s) | Organization Template | System Template |
|---|---|---|---|---|
| Regular User | ✅ | ❌ | ❌ | ❌ |
| Organization Admin | ✅ | ❌ | ✅ | ❌ |
An Organization Admin cannot re-share another user’s personal template, even if that template has been shared with them.
Sharing Options
Depending on your permissions, you may see one or more sharing options.
Share with Individual Users
Share a template directly with one or more users within your organization.
This is useful when:
- A campaign is managed by a small team
- You want to share a personal naming convention
- A template is only relevant to specific people
This option is available to:
- Template owners
- Organization Admins (for templates they are allowed to manage)
Share with a Group
Organization Admins can share templates with an entire Group or Department.
Every user assigned to that Group automatically receives access to the template.
This is useful for:
- Marketing teams
- Regional teams
- Business units
- Agencies with multiple client teams
Only Organization Admins can share templates with Groups.
Share with the Entire Organization
Organization Admins can make a template available to everyone in the organization.
This is recommended for:
- Approved campaign naming conventions
- Standard UTM structures
- Corporate marketing templates
- Organization-wide standards
Only Organization Admins can use this option.
Managing Shared Templates
If a template has been shared, a Shared indicator appears on the template card.
Selecting it opens the Manage Access dialog, where authorized users can:
- View who currently has access
- Remove individual shares
- Remove Group access
- Remove Organization-wide access
Only users with permission to manage the template can modify its shares.
Important Notes
- Sharing never changes ownership of a template.
- Users who receive a shared template can use it but do not become its owner.
- A shared personal template remains under the control of its original owner.
- Removing a share immediately revokes access for the affected user, Group, or organization.
- Deleting a template automatically removes all associated shares.
Best Practices
- Keep personal templates for your own workflows.
- Create Organization templates for standards that everyone should follow.
- Use Group sharing for department-specific templates.
- Limit Organization-wide templates to officially approved naming conventions to keep the template library organized and easy to navigate.
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