If you’re working with a team and need to keep your email warm-up running smoothly, you’re probably using Warmbox or something like it. This guide is for anyone who wants to add colleagues, delegate tasks, or just stop sharing one login (which, let’s face it, is a mess). I’ll walk you through the actual steps to add team members, explain what the roles mean, and call out what works—and what’s still clunky—so you don’t waste time.
Why bother with team management in Warmbox?
If you’re a one-person show, you can skip this. But as soon as you get a second person involved, adding them properly saves you headaches:
- No more passing around passwords. That’s a security risk and a pain.
- You control who can mess with settings or see sensitive info.
- You can delegate without worrying someone will nuke your warm-up campaigns by accident.
Most people need this when they’re expanding cold email, running multiple brands, or just want to track who did what. So let’s get into it.
Step 1: Understanding Warmbox user roles (and what they actually mean)
Before you invite anyone, you need to know what you’re inviting them as. Warmbox gives you a handful of basic roles. Unfortunately, the documentation can be a bit vague, so here’s the real deal:
- Owner: Usually, this is whoever set up the Warmbox account. They get full control—billing, settings, user management, you name it. There can only be one owner, so don’t give this out lightly.
- Admin: Almost as powerful as the owner. Admins can manage users, change most settings, and run campaigns. They can’t touch billing.
- Member: Can see campaigns they’re assigned to and basic reports. They can’t invite new users or change big-picture settings.
- Viewer (if enabled): Read-only access. Handy for clients or stakeholders who want updates but shouldn’t touch anything.
Pro tip: If your workflow is more complicated, you might find Warmbox’s roles limiting. There’s no fine-grained permission system or custom roles (at least as of early 2024). If you need that, you’ll have to work around it or look elsewhere.
Step 2: Inviting team members to your Warmbox account
Alright, on to the good stuff. Here’s how to add someone:
- Log in with your owner or admin account. If you’re just a member, you can’t invite people—don’t waste your time looking for the button.
- Go to “Team” or “Users” in the sidebar.
- The wording may differ slightly depending on the Warmbox version, but it’s usually one of those.
- Click “Invite User” or “Add Team Member.”
- Enter their email address. Double-check this; typos here mean you’ll have to resend.
- Choose their role.
- Pick from Owner (not usually available), Admin, Member, or Viewer.
- Don’t give admin rights unless you trust them with almost everything.
- Send the invite.
- Your teammate will get an email invite. Sometimes these land in spam—warn them to check.
- They’ll need to accept and set up their own login.
What happens if they don’t get the invite? - First, have them check promotions or spam folders. - If it’s not there, you can usually resend the invite from the same screen. - Occasionally, company spam filters eat the emails. In those cases, copy the invite link and send it directly.
Can you invite a group at once? - Nope. It’s one at a time. If you’ve got a big team, this gets tedious.
Step 3: Managing existing users (and fixing mistakes)
Adding someone is just the start. You’ll need to manage people over time—maybe someone leaves, or you need to bump someone up to admin.
- Head back to the “Team” or “Users” section.
- See the list of active users and pending invites.
- Each person should have their role listed.
- To change a role:
- Click the three-dot menu (⋮) or “Edit” next to their name.
- Pick the new role and save.
- Changes usually take effect immediately.
- To remove a user:
- Same menu, look for “Remove” or “Delete.”
- They’ll lose access right away.
What if you remove the wrong person? - You can re-invite them, but they’ll have to set up their access again from scratch. There’s no “undo” button.
Transferring ownership: - Warmbox doesn’t let you have two owners. If you want to hand off ownership (say, someone’s leaving the company), you’ll usually need to contact support. Don’t wait until the last minute for this.
Step 4: Assigning team members to specific mailboxes
If you’re running multiple mailboxes or brands, you want to make sure the right people have access to the right stuff.
- By default, Admins can see and manage all mailboxes.
- Members: Depending on how your Warmbox setup works, you might need to explicitly assign members to certain mailboxes or campaigns. This isn’t always obvious.
- To assign:
- Go to the mailbox or campaign settings.
- Look for “Team” or “Permissions.”
- Assign users as needed.
Heads-up: Some Warmbox plans limit how many users you can assign to a mailbox. If you hit a wall, check your subscription before troubleshooting for hours.
Step 5: Keeping your team organized (and mistakes to avoid)
Adding people is easy. Keeping things tidy is harder, especially as your team grows. Here’s what’s actually worth doing:
- Do a user audit every few months. Remove anyone who’s left or no longer needs access. Old logins are a security risk.
- Stick to “least privilege.” Don’t hand out admin rights just because it’s easier. If someone only needs to see reports, make them a viewer or member.
- Communicate changes. If you remove or downgrade someone, tell them. Otherwise, you’ll get “why can’t I log in?” Slack messages all day.
- Document your process. If you’re a bigger team, write down how you handle invites and removals—future you will thank you.
What to ignore: - Warmbox sometimes pushes “invite your whole team!” pop-ups. If you don’t have a real use case, skip it. More users means more to manage. - Don’t bother trying to set up multiple owners or custom permissions. The platform just isn’t built for that (yet).
Pro tips and common pitfalls
- Double-check invitations: Typos or spam filters are the #1 reason invites fail. Get used to resending links.
- Don’t share logins: Even if you’re tempted, it just causes confusion and security headaches later.
- Billing is owner-only: Want someone else to handle invoices? You’re out of luck unless you make them the owner.
- Role changes aren’t always obvious: There’s no alert when your role changes. If someone suddenly can’t find a feature, check their permissions.
- Bulk actions are limited: If you have to manage dozens of users, Warmbox isn’t the smoothest tool for it. It’s fine for small teams.
Wrapping up: Keep it simple, iterate as you go
Adding and managing team members in Warmbox isn’t rocket science—but it’s easy to overcomplicate. Start with just the people who need access, use the lowest necessary role, and check in now and then to keep things tidy. If you outgrow what Warmbox offers, that’s a sign to rethink your setup—not to start duct-taping more users onto a shaky system.
Any platform’s team management is only as good as your process. Keep it simple, and you’ll spend less time on admin—and more on warming up those inboxes.