Most teams don’t set out to create chaos, but with the wrong permissions, you’ll get it anyway. If you’re running a project in Kular and want teammates to actually work together—without accidentally wrecking things—getting roles and permissions right is essential. Whether you’re managing a scrappy startup or a growing department, this guide’s for you. We’ll break down what matters, what’s fluff, and how to keep your setup as simple (and safe) as possible.
Why roles and permissions matter (and where people mess up)
Permissions aren’t glamorous, but they’re the backbone of secure collaboration. Set them up wrong, and you’ll either slow everyone down or open the door to accidental (or intentional) damage. The most common pitfalls:
- Everyone’s an admin. Fast at first, a nightmare when someone deletes a key project or leaves angry.
- Too locked down. Teammates get stuck, asking admins for every little thing.
- No audit trail. You can’t see who did what, so mistakes go undetected.
If you want to avoid these headaches, start by thinking about what people actually need to do their jobs—and nothing more.
Step 1: Get to know Kular’s role system
Before you start, understand what roles Kular offers out of the box, and what you can (and can’t) customize.
Built-in roles
Most Kular workspaces come with three basic roles:
- Admin: Can change settings, manage billing, add/remove users, and see everything.
- Editor: Can create, edit, and delete content, but can’t mess with workspace settings or billing.
- Viewer: Can see content, but can’t change or delete anything.
Some plans let you create custom roles or tweak permissions, but on the basic tiers, you’re usually working with these three.
What works:
These defaults fit most small-to-medium teams. Don’t overthink it—start here and only add complexity if you must.
What doesn’t:
If your workflow needs really granular access (say, someone can only edit one folder or can publish but not delete), Kular’s built-in roles may not cut it. Custom roles are only on higher plans, and even then, they’re sometimes more limited than they look on paper.
Pro tip:
Check your subscription tier before you promise granular control to your team or boss.
Step 2: Map out your real needs (not wishful thinking)
Before you click anything, sketch out (on paper, whiteboard, or napkin) who needs access to what. It’ll save you a ton of rework.
Ask yourself: - Who needs to manage settings and users? (Usually just 1–2 admins.) - Who needs to edit content regularly? - Who just needs to see things, not touch?
Keep your map simple. If you catch yourself drawing a flowchart worthy of a NASA launch, you’re probably overcomplicating it.
Common setups: - Small teams: Usually 1 admin, everyone else editor. - Larger teams: 1–2 admins, most editors, a few viewers (maybe external partners or execs).
Step 3: Add users and assign roles
Once you’ve got your plan, it’s time to build it in Kular.
- Go to Workspace Settings.
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You’ll find this in the sidebar, usually under your workspace or organization name.
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Open the Members or Users tab.
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The wording varies, but it’s where you see your team roster.
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Invite new users.
- Click “Invite” or “Add Member.”
- Enter their email.
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Assign their role (admin, editor, or viewer) before you hit send. Don’t skip this—otherwise, people default to editor or whatever Kular picks.
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Review existing members.
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Double-check that everyone’s role matches your plan. It’s shockingly easy to end up with extra admins, especially if you rushed the setup.
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(If available) Set up custom roles.
- If your plan supports it, create a new role (e.g., “Content Publisher”) and pick only the permissions they truly need.
- Assign users to your new custom roles as needed.
What to ignore:
Don’t bother with “just in case” admins. Only give admin to those who absolutely need it.
Step 4: Test your setup (don’t trust the interface)
Don’t just trust that your permission settings work—test them.
- Log in as a viewer. Try to edit something. If it works, you’ve got a problem.
- Log in as an editor. Try to change workspace settings or billing. This should be blocked.
- Have someone else double-check. Sometimes you’re too close to see what’s broken.
Pro tip:
If you don’t want to bug your colleagues, use a disposable email to test roles. It’s low effort and can reveal a lot.
Step 5: Review and update regularly
Teams change. Projects end. People leave. If you set permissions once and never look back, you’ll end up with “ghost” admins and ex-employees who still have access.
- Schedule a permissions review. Once a quarter is enough for most teams.
- Remove or downgrade roles for anyone who’s left.
- Don’t forget integrations. Some apps or bots have their own permissions—make sure these aren’t over-privileged.
What works:
A simple spreadsheet with current users and roles can save you when things go sideways.
Step 6: Use audit logs (if you have them)
Kular may offer activity or audit logs on higher-tier plans. These are handy for:
- Seeing who changed what, and when
- Catching accidental or malicious changes early
If your plan includes this, turn it on and check it occasionally. If not, don’t sweat it—just be extra careful with admin access.
Common questions (and honest answers)
Q: Should I create a custom role for every team function?
A: No. The more roles you have, the harder it is to manage. Stick to the essentials.
Q: What about guest or external users?
A: Use the viewer role, or a custom “Guest” role if available. Never give guests edit or admin rights unless you trust them with your life (and your data).
Q: Can I restrict access by project or folder?
A: Only on some plans, and even then, it’s not always as flexible as you’d hope. Double-check what your subscription actually supports.
Q: Someone left the company—what now?
A: Remove them immediately. Don’t let ex-employees become “zombie” users with lingering access.
Pro tips for sanity and security
- Fewer admins, less risk. One or two admins is plenty for most teams.
- Set up 2FA (two-factor authentication) for all admins. Seriously, don’t skip this.
- Communicate changes. If you adjust roles, tell people. Otherwise, they’ll wonder why they suddenly can’t edit.
- Document your setup, but keep it short. A Google Doc titled “Who can do what in Kular” is enough.
Wrapping up (keep it simple)
Roles and permissions in Kular aren’t rocket science, but they do matter. Resist the urge to overcomplicate things—start with the basics, test thoroughly, and adjust as your team grows. Most teams mess up by doing too much (or too little). Aim for “just enough” control, and revisit as needed. That’s how you keep your collaboration smooth, your data safe, and your team happy.