Let’s be honest: setting up user roles and permissions is usually the least glamorous part of rolling out any new tool. It’s tempting to just give everyone the same access and move on. But in reality, a little planning here saves you headaches down the road—lost work, accidental deletions, or that awkward “who just published that to all our clients?” moment. If you’re managing a team using Popcomms, this guide is for you. I’ll walk you through the practical steps for setting up roles and permissions that actually work, not just what sounds good on paper.
Why roles and permissions matter (and where most teams go wrong)
Before we dive in, let’s get something straight: the goal isn’t to lock people out or micromanage every click. Good permissions setups strike a balance between control and trust. Here’s what usually goes wrong:
- Everyone’s an admin: Fast, but dangerous. One wrong move and your content’s gone or changed in ways you didn’t expect.
- Too locked down: People can’t do their jobs, so they work around the system or constantly bug you for access.
- No documentation: After onboarding, nobody remembers who can do what. New team members are left guessing.
- “Set and forget” syndrome: Roles stay the same even as your team changes. People have permissions they shouldn’t—or don’t have the ones they need.
Avoid these, and you’ll save time, money, and a lot of frustration.
Step 1: Map out your real-world workflows
Don’t start by fiddling with settings. First, get clear on how your team actually uses Popcomms. Ask:
- Who creates content? Are designers, marketers, or salespeople all making presentations?
- Who reviews or approves? Do you have leads or managers who sign off before things go live?
- Who shares or publishes content? Is it just one group, or does everyone need this?
- Who needs to see analytics or reports?
Sketch out these workflows. It doesn’t have to be fancy—whiteboard, sticky notes, or a quick Google Doc works. The point is to match Popcomms roles to your real needs, not just the default options.
Pro tip: Talk to your team. What frustrates them about permissions in other tools? Where do they lose time? You’ll avoid repeating the same mistakes.
Step 2: Understand Popcomms’ roles and what they actually do
Popcomms usually comes with a few standard roles. The names might change if your account’s customized, but here’s what you’ll typically see:
- Admin: Full control over everything—users, settings, content. Don’t hand this out like candy.
- Editor/Creator: Can create and edit presentations/content. Sometimes can delete, sometimes not.
- Viewer: Can see presentations, but can’t change or publish anything.
- Custom roles: Some plans let you get granular—think “Content Uploader” or “Analytics Only.”
What to ignore: Don’t over-complicate things with a dozen custom roles unless you really need them. More roles = more confusion.
Reality check: Read the documentation or test each role yourself. Sometimes “Editor” can’t do something you’d expect, or “Viewer” can see more than you thought. Don’t trust the labels—see for yourself.
Step 3: Assign roles based on least privilege
“Least privilege” just means: give people only the access they need to do their jobs—nothing more. It sounds obvious, but most teams skip it.
Here’s how to put this into practice:
- Start restrictive: Give everyone the lowest access level you think they need.
- Test daily work: Can they do their jobs? If not, bump up their permissions.
- Avoid blanket admin access: Only give admin to those who really need it—usually one or two people per team.
- Document who has what: Keep a simple list (spreadsheet works) of users and their roles.
Example:
| Name | Role | Justification | |----------|---------|-----------------------------| | Sarah | Admin | Team lead, manages users | | Ben | Editor | Creates and edits content | | Priya | Viewer | Needs to view, not edit | | Marco | Custom | Analytics only for reports |
Pro tip: When in doubt, start with less access. It’s way easier to add permissions than to clean up a mess after the fact.
Step 4: Set up permissions in Popcomms
Once you’ve mapped out who needs what, it’s time to actually set it up in Popcomms. Here’s the step-by-step:
- Go to User Management: Usually found in your account or settings area.
- Invite users: Add team members using their work emails.
- Assign roles: Choose from Admin, Editor, Viewer, or any custom roles you’ve set up.
- Double-check defaults: Sometimes Popcomms defaults new users to higher permissions than you want. Always review.
- Save—and notify your team: Make sure everyone knows their role and what they can (and can’t) do.
Got a big team? Batch uploads or integrations with Google/Microsoft accounts can save time. But always review permissions after any bulk changes—things slip through the cracks.
Step 5: Review and update roles regularly
This is where most teams drop the ball. People change roles, leave, or join. If you don’t clean up permissions, you’ll end up with ex-employees who still have access, or new hires who can’t do anything.
- Set a reminder: Every quarter, spend 10 minutes reviewing your user list.
- Remove old accounts: If someone leaves, remove their access ASAP.
- Adjust for new roles: Promotions, team changes, or new projects might mean someone needs more or less access.
- Audit admin access: Double-check that only trusted folks have admin rights.
Pro tip: If you’re using single sign-on (SSO), tie Popcomms access to your main directory. That way, when someone leaves, they lose access everywhere in one go.
Step 6: Train your team (just enough)
You don’t need a full training course, but a quick run-through helps everyone understand:
- What their role can and can’t do
- Who to ask if they need a permission changed
- What NOT to do (e.g., don’t share your admin login, don’t delete presentations unless you’re sure)
A five-minute screenshare beats a 20-page PDF any day.
What actually works—and what to skip
Works well:
- Keeping roles simple. Most teams only need Admin, Editor, and Viewer.
- Documenting who has what access.
- Reviewing permissions a few times a year.
Doesn’t work:
- Letting everyone be an admin because it’s “easier.”
- Over-customizing roles before you know you need them.
- Setting it up once and never touching it again.
Ignore the hype:
You don’t need fancy permission schemes or AI-driven role assignment. Stick to what’s proven: clear roles, regular reviews, and good communication.
Troubleshooting common issues
“I need more access to do my job.”
Double-check your workflows. Maybe your initial mapping missed a step. Adjust as needed, but don’t just bump people to admin by default.
“Someone deleted a presentation by mistake.”
If Popcomms has version history or undelete, use it. If not, lock down delete permissions to admins only.
“We’re growing fast and it’s hard to keep up.”
Standardize roles as much as possible. Use templates when onboarding new teams, and set up a quarterly permissions review.
Keep it simple, keep it safe
Roles and permissions aren’t exciting, but they’re the guardrails that keep your team productive and your work protected. Don’t overthink it: start with the basics, review regularly, and adjust as your team grows. If something’s not working, change it—Popcomms isn’t set in stone. Simple, regular tweaks beat a perfect plan you never revisit.