If your team’s using Getmagical to make sharing templates and snippets easier, you’ve probably run into questions about who should have access to what—and who should be able to change things. This guide is for team admins, managers, and anyone who’s ever worried about giving the wrong person too much power (or not enough). Here’s how to keep your team running smoothly, without the permission chaos.
Why Team Permissions Matter (and What Happens If You Ignore Them)
Most teams start with good intentions: "Let’s just set it up and figure out the details later." Fast forward a few weeks, and you’ve got ex-employees with access, people accidentally deleting shared templates, and admins who haven’t logged in since the holidays. Not great.
Setting up roles and permissions in Getmagical isn’t just busywork—it’s what keeps your team’s stuff secure, easy to find, and actually useful.
Who should care? - Anyone managing more than 2-3 people in Getmagical - Teams sharing sensitive info or standardized templates - Folks tired of cleaning up messes after “oops” moments
Quick Primer: How Getmagical Handles Roles and Permissions
Before we dive into best practices, here’s what you need to know about how Getmagical does permissions (as of early 2024):
- Roles are tied to teams and workspaces. There’s usually an Owner, Admins, and Members. Some plans may let you customize these further.
- Permissions control who can create, edit, share, or delete content. The details differ based on your plan, but generally:
- Owners: Full control (think “super admin”)
- Admins: Can manage people and settings, but can’t always nuke the whole workspace
- Members: Can use templates/snippets, often create their own, but have limited management rights
Pro tip: Some permissions trickle down—if someone’s an Admin at the workspace level, they have admin rights to all teams inside it.
Step 1: Map Out Who Needs What (Before You Touch The Settings)
Don’t just start granting permissions. Take five minutes to sketch out:
- Who actually needs to manage templates/snippets for the team?
- Who just needs to use them, and shouldn’t be able to change or delete?
- Are there any “sensitive” templates (think HR, legal, or finance) that should be locked down tighter?
Common team setups: - Small teams: One Owner, one backup Admin, everyone else as Members. - Larger teams: Each department gets an Admin who manages their own group. - Agencies/clients: Keep each client in a separate workspace, with very limited cross-access.
What to skip: Don’t assign everyone as Admin “just in case.” That’s how things get messy.
Step 2: Assign Roles Carefully—And Document Who Has What
Jump into your Getmagical team settings and assign roles based on your map. Here’s how to keep it sane:
- Give Owner rights to just one or two people. Usually the person paying the bill, or the IT lead.
- Assign Admins to folks who’ll actually manage users or templates. Don’t hand this out like candy. Admins can often add/remove users and edit lots of content.
- Make everyone else a Member. They can still use the magic, just not break the magic.
Write it down. Keep a simple doc (even a Google Sheet) of who has which roles. When someone leaves or changes jobs, you’ll want to check this fast.
Step 3: Use Groups or Teams to Limit Access (Don’t Rely on Memory)
If your plan supports it: set up teams, groups, or folders for different departments or projects. Don’t just dump everything into “Everyone.”
Example setups: - Sales: Only sees/updating sales templates - Support: Has its own canned responses - Leadership: Access to sensitive HR info
Why bother? People forget what they shouldn’t touch. The software won’t. Use it.
Step 4: Review Permissions Whenever Someone Joins or Leaves
The most common permission screw-up? Forgetting to remove access when someone leaves. That’s how ex-employees wind up with access to your latest pricing or client notes.
Make this a checklist item: - New hire? Set them up with the right role from day one. - Someone leaving? Remove them immediately, or at least by their last day. - Promoted/demoted? Adjust their access accordingly.
Pro tip: Set a reminder to review the full team list every few months. You’ll be surprised how many “ghosts” are still lurking.
Step 5: Limit Who Can Create, Edit, or Delete Shared Content
Not every Member needs to be able to edit or delete shared templates. If your Getmagical plan allows, lock down editing rights to Admins or trusted power users.
What works: - Let Members create personal snippets, but require Admin review before anything goes into the shared library. - Set up approval workflows for sensitive templates (if available in your plan).
What to ignore: Blanket “edit” permissions for everyone, unless your team is tiny and you trust each other completely.
Step 6: Make Permissions Part of Your Onboarding and Offboarding
Permissions aren’t “set it and forget it.” Build permission-setting into your processes:
- Onboarding: Explain what each role means. Tell new folks who to ask if they need more access.
- Offboarding: Remove access before the last day. Double-check any personal templates they might own—reassign or archive as needed.
Bonus: If you’re an admin, keep a cheat sheet of what each role can/can’t do in Getmagical. Saves a ton of back-and-forth later.
Step 7: Audit Regularly—But Don’t Make It a Chore
Once a quarter (or at least twice a year), take 15 minutes to:
- Run through your team list—any names you don’t recognize?
- Double-check who has Owner/Admin rights. Are they still the right people?
- Review shared folders or templates for anything that should be locked down tighter.
What to skip: Daily or weekly audits. That’s overkill for most teams.
Common Pitfalls (And How to Avoid Them)
Here’s what trips most people up:
- “Admin sprawl”: Too many people with admin rights—fix by limiting to 1-2 per team or workspace.
- Forgotten ex-users: People leave, but their access lingers—set calendar reminders to check.
- Rogue editing: Someone accidentally deletes the team’s best template—lock down edit rights, or turn on version history if your plan offers it.
- No documentation: When there’s turnover, no one knows who’s who—keep a living doc of team roles.
The Honest Take: What Actually Matters (And What Doesn’t)
Matters: - Setting up clear roles from the start - Regularly reviewing who has what access - Documenting the basics (doesn’t have to be fancy)
Doesn’t matter: - Over-customizing roles for every edge case (unless you’re a giant org) - Micromanaging every Member - Letting “what if” worries paralyze you—just get the basics right
Final Thoughts: Keep It Simple, Keep It Clean
Managing permissions in Getmagical shouldn’t be a headache. Give people the lowest level of access they need, write it down somewhere, and check in a few times a year. If you’re not sure about a permission, err on the side of less access—you can always add more later.
The cleaner your setup, the less you’ll have to fix down the road. So keep it simple, keep it documented, and don’t let “just this once” exceptions pile up. The magic’s in the maintenance.