If you’re in charge of managing users in Hoopla, you already know this stuff can get messy. Whether you’re an admin, a team lead, or just the unofficial “tech person,” you need to keep things secure without driving yourself (or your users) nuts. This guide will walk you through setting up and managing permissions in Hoopla in a way that’s straightforward, practical, and actually works for real teams.
Why Permissions Matter (and Where People Mess Up)
User permissions are about two things: controlling access and reducing risk. Give too much access, and anyone can break (or see) something they shouldn’t. Get too strict, and your team will blow up your inbox every time they hit a wall.
Here are the most common mistakes: - Everyone’s an admin. When everyone can change everything, chaos (and accidental disasters) happen. - Permissions never get reviewed. People leave, change roles, or need less access, but no one remembers to update their permissions. - One-size-fits-all roles. Not every salesperson needs “super admin” rights, and not every manager needs to see everything.
The goal: Give people just enough access to do their jobs, and no more.
Step 1: Get Clear on What’s Actually Needed
Before you start clicking around in settings, stop and make a list. What does each group or person actually need to do? Don’t rely on guesses or what you “think” they might want.
How to do this: - Talk to team leads about what actions their people need in Hoopla. - Identify sensitive features: reporting, integrations, user management, billing. - Mark anything that should only be controlled by trusted admins.
Pro tip: You can always grant more access later if you missed something. Start small.
Step 2: Use Roles—But Customize Them
Hoopla comes with some built-in roles (Admin, Manager, User, etc.), but don’t just settle for the defaults. Roles should match how your team actually works.
Best practices: - Start with the basics: Use the least-privilege principle. Give users the minimum rights they need. - Customize roles when possible: If your Hoopla plan allows, create custom roles (e.g., “Sales Coach” or “Read-Only Analytics”). - Document your roles: Write down what each role can and can’t do. This saves headaches later.
What to avoid: Don’t lump everyone into “Admin” because it’s easier. That’s how mistakes happen.
Step 3: Assign Permissions Carefully
When you add new users, don’t rush through the process just to get them up and running. Assign the right role from the start.
Checklist for adding users: - Pick the correct role based on what you mapped in Step 1. - Double-check that they don’t have more access than they need. - If unsure, err on the side of too little access—they can always ask for more.
Pro tip: Set up a simple request process for users who need extra permissions. An email template or a quick Slack message is plenty.
Step 4: Regularly Review Who Has What
This is the step almost everyone skips, and it’s where things go wrong over time. People change roles, leave the company, or just don’t need the same access anymore.
How to do it: - Schedule a permissions review every quarter (or at least twice a year). - Review all users—are ex-employees still in the system? Is anyone listed as Admin who shouldn’t be? - Check audit logs if Hoopla supports them. See who’s actually using their permissions.
What works: Calendar reminders or a recurring task in your project tool. Don’t rely on memory.
What doesn’t: Assuming “IT will handle it.” If you’re reading this, it’s probably your job.
Step 5: Clean Up Orphaned and Stale Accounts
Nothing good ever comes from leaving old accounts active. It’s a security risk and clutters things up.
How to clean up: - Immediately remove users who leave the organization. - For contractors or interns, set an end date and disable their account when they’re done. - If you’re not sure who someone is, ask around—or disable the account and see who screams. (Kidding. Sort of.)
Pro tip: Hoopla may let you export user lists—do this before big offboarding rounds.
Step 6: Don’t Ignore Integrations and API Access
A lot of damage can be done by neglecting integrations and API tokens. Sometimes, these have even more power than regular users.
What to watch for: - Check which third-party services are connected to Hoopla and what permissions they have. - Remove unused integrations—especially if you don’t know who set them up. - Rotate API keys and tokens if someone with access leaves.
Reality check: If you don’t understand what an integration does, dig in or ask the vendor for documentation before you disable it.
Step 7: Communicate the “Why” (Not Just the “How”)
People hate losing access or getting blocked by permissions. If you make changes, explain why you’re doing it. Most folks are reasonable if they understand it’s about keeping everyone (and their data) safer.
Tips: - Send a quick note before sweeping changes. - Offer a path to request more access if needed. - Frame it as a way to protect the team, not clamp down.
Step 8: Automate Where You Can, But Don’t Overcomplicate
Some organizations need fancy identity solutions (like Single Sign-On or automated provisioning). If you’re managing dozens or hundreds of users, look into what Hoopla supports here.
But: If you’re a smaller team, don’t get sucked into overengineering. Manual reviews and a shared checklist can work just fine.
What actually helps: - SSO or directory sync, if your team is big enough to justify it. - Simple offboarding checklists and regular reminders.
What’s usually overkill: - Custom scripts or third-party tools just to avoid clicking a few buttons once a month.
What to Ignore (Mostly)
- Granular settings you don’t understand: Don’t start flipping switches unless you know what they do. Stick to main roles and permissions.
- “Future proofing” for every possible scenario: You’ll never predict every change. Keep it simple and adjust as you go.
- Spending hours on documentation: A one-page doc or a shared spreadsheet is enough for most teams.
Wrapping Up: Keep It Simple, Review Often
Managing permissions in Hoopla isn’t rocket science, but it does require a little discipline. The key is to start with less access, review regularly, and avoid knee-jerk “everyone’s an admin” moves. Don’t get bogged down trying to make it perfect—just make it clear, easy to update, and part of your regular routine. That’s what keeps your team productive and your data safe.
If you hit a snag, don’t be afraid to ask for help—or just try a small experiment and see what breaks (safely). The simpler your process, the less likely you’ll be cleaning up a permissions mess later.