If you’ve ever managed a team project, you know the pain: people need access to what they need, but not to everything. Give too much, and things get messy or unsafe. Give too little, and nobody can get their job done. If you’re using Taskminions, this guide will help you set up user permissions so your team can actually collaborate—without leaving the door wide open.
This is for anyone wrangling a team in Taskminions—admins, team leads, or the “tech person” who got volunteered. We’ll cover what works, what doesn’t, and some things to just skip.
Why Permissions Matter (and Where People Go Wrong)
Before you dive into settings, it’s worth being clear on why permissions matter in the first place:
- Team members have different jobs. Not everyone should see or change everything.
- Mistakes happen. People delete or edit things by accident.
- Sensitive info needs protection. Even on small teams, some stuff should be private.
Where do most teams mess this up? By giving everyone “just in case” admin rights or by locking things down so tightly that people have to ask for permission every five minutes. Neither is good.
Step 1: Map Out Your Roles Before Touching Settings
A lot of headaches come from letting permissions evolve as you go. Don’t do that. Start by answering:
- Who needs to create or delete tasks?
- Who manages projects, deadlines, or automation?
- Who just needs to see what’s going on?
- Are there any outside collaborators or contractors?
Pro tip: Write this down—even if it’s just a quick list. You’ll avoid the “wait, why can Jane edit billing info?” moment later.
Common Roles to Consider
- Admins: Full control. Set up with care. Usually 1-2 people only.
- Project Managers: Can create projects, assign tasks, see most things.
- Team Members: Can see and edit their own tasks, maybe comment or upload files.
- Viewers: Read-only access. Good for clients or folks who need to stay in the loop but not touch anything.
You don’t have to use these exact names, but keep the spirit: least access needed for the job.
Step 2: Use Taskminions’ Built-In Permission Levels (Don’t Reinvent the Wheel)
Taskminions gives you a few default permission levels—use them unless you have a very good reason not to. Custom roles sound great, but more settings = more ways to mess up.
Typical Permission Levels in Taskminions
- Owner/Admin: Total control. Can change billing, delete projects, manage users.
- Manager: Can create/edit projects, assign tasks, invite users (but not change billing or delete the whole workspace).
- Member: Can work on their assigned stuff, comment, upload files.
- Guest/Viewer: Can see assigned projects or tasks. Can’t change anything.
What actually works:
Give as few people as possible the Admin or Owner role. Managers should be people you trust to handle projects, but not billing. Most folks can be Members. Use Guests/Viewers for clients or freelancers.
What to ignore:
Don’t give everyone “Manager” or “Admin” just to avoid complaints. It’s easier to promote someone temporarily than to untangle a permissions mess later.
Step 3: Set Up Teams, Not Just Individuals
Assigning permissions one person at a time is a pain and leads to mistakes. Use Taskminions’ team or group features to batch permissions.
- Create teams by function (e.g., Marketing, Dev, Sales).
- Assign permissions to the team, then add people to the team.
- When someone joins or leaves, you just add or remove them from the team.
This keeps things organized and saves you from having to remember, “Did I set up permissions for the new guy?”
Step 4: Limit “Dangerous” Permissions
Some actions are riskier than others—like deleting projects, changing billing info, or inviting new users. Taskminions often treats these as admin-level actions, but double-check.
- Who can delete stuff? Keep this to a bare minimum.
- Who can invite or remove users? Same.
- Who can see sensitive data (like financials)? Use project- or folder-level privacy settings.
Pro tip: If Taskminions doesn’t have fine-grained controls for something sensitive, don’t store that info there. Use a proper tool (or just don’t upload private docs).
Step 5: Review Permissions Regularly (Not Just Once)
Set a calendar reminder—every few months, do a quick audit. People leave, roles change, projects end.
- Remove access for anyone who’s left the team.
- Check that no one has “temporary” admin rights that never got removed.
- Make sure guests or outside collaborators are limited to only what they need.
This is boring, but it’s the #1 way to avoid accidental data leaks or deleted projects.
Step 6: Communicate Changes (and Say Why)
People get annoyed when access changes with no warning. When you set up new permissions or tighten things up, let the team know:
- What’s changing
- Why it’s changing (security, clarity, etc.)
- Who to talk to if they hit a permissions roadblock
You don’t need a company-wide memo, but a quick message in your chat tool goes a long way.
Step 7: Avoid Permission Creep
Over time, people ask for more access “just this once,” and it piles up. Push back (politely):
- Ask if there’s another way to help them without raising permissions.
- If you do grant extra access, set a reminder to lower it later.
- Document who has what and why—so you’re not guessing later.
Step 8: Know What Taskminions Can’t Do (and Don’t Trust It for Everything)
No tool is perfect. Taskminions is solid for task management, but it’s not a full-blown security suite.
- Can’t set permissions per individual task? Work with what you have—use projects or folders to split sensitive stuff.
- No two-factor authentication? Remind your team to use strong, unique passwords.
- Limited audit logs? Keep your own notes, especially for sensitive projects.
If something feels too risky for Taskminions, use a different (more secure) tool for that info. Don’t try to force it.
Pro Tips and Common Pitfalls
- Don’t rely on “security by obscurity.” Hiding something in a deep folder isn’t real security.
- Don’t auto-approve invites. Always review outside collaborators.
- Don’t get fancy unless you need to. More layers = more confusion.
And if you’re not sure about a permission setting, err on the side of “too little” rather than “too much.” It’s easier to add access than to fix a leak.
Wrapping Up: Keep It Simple and Stay Flexible
Setting up user permissions in Taskminions can feel like busywork, but it’s the difference between smooth teamwork and chaos. Start simple, use the built-in roles, and don’t try to cover every future scenario. Review things once in a while and adjust as your team grows or changes.
You’re aiming for “secure enough that you sleep at night, but not so locked down your team grinds to a halt.” Keep it practical, and don’t make security harder than it needs to be.