If you’re drowning in Google Docs, Slack messages, and mystery screenshots just to keep your testimonials organized, this guide is for you. Whether you’re in marketing, customer success, or you just drew the short straw for “testimonial wrangler,” you need something better than chaos. Here’s how to actually collaborate with your team inside Senja to keep testimonial management efficient, clear, and (dare I say) less painful.
Why Bother With Team Collaboration in Senja?
Let’s cut to the chase: testimonials are only valuable if you can find them, use them, and show them off. But most tools (or worse, spreadsheets) break down as soon as more than one person gets involved. Senja tries to solve that, but only if you set it up right.
Who should care:
- Marketing teams gathering customer feedback
- Agencies collecting social proof for clients
- SaaS startups hoping to show real-world love
- Anyone tired of the “where’s that testimonial?” scavenger hunt
If that’s you, keep reading.
Step 1: Set Up Your Senja Workspace for Team Access
Senja’s “workspace” is where all your testimonial action happens. Think of it as your testimonial HQ—don’t treat it like just another folder.
How to set it up:
1. Create a workspace.
When you first sign up, Senja will prompt you to set up a workspace. Use a clear name (like “Acme Marketing Team” or “Client XYZ Testimonials”). If you already have one, skip ahead.
- Invite your team.
- Find the “Team” or “Members” section in your workspace settings.
- Enter your teammates’ email addresses.
- Assign roles (more on this below).
Pro tip:
Don’t invite everyone with an email address “just in case.” Only add people who’ll actually collect, review, or use testimonials. Too many cooks = more confusion.
Step 2: Assign Roles That Make Sense (And Avoid Chaos)
Senja lets you assign roles to keep things organized. Here’s what actually matters:
- Admin: Full control—can invite/remove users, change settings, and see everything. Only give this to people you trust not to nuke your testimonials by mistake.
- Editor: Can add, edit, and organize testimonials, but can’t change workspace settings.
- Viewer: Read-only. Good for leadership or clients who just want to peek, not touch.
What works:
- Keep admins to a minimum.
- Editors should be your hands-on folks (e.g., marketing coordinators, social proof managers).
- Viewers are fine for the “just show me the results” crowd.
What doesn’t:
- Making everyone an admin because it’s “easier.” It isn’t. That’s how things go sideways.
Step 3: Collect Testimonials Together—Without Stepping on Toes
One of Senja’s best features is its collection forms. You can create a form, share it with your customers, and have all feedback land straight in your workspace. No more copying from emails or DMs.
How to do it:
1. Create a collection form.
- Customize with your branding and questions.
- Set up notifications so the right team members know when something new comes in.
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Assign ownership.
Decide who’s in charge of each form. (E.g., “Sally handles webinar feedback, Mike manages onboarding testimonials.”) -
Share the form link.
- Drop it in customer emails, your website, or even your email signature.
- Everyone on the team can see new submissions in real time.
Pro tip:
If you’re juggling multiple brands or products, set up separate forms and workflows for each. Mixing everything together gets messy, fast.
Step 4: Review, Approve, and Tag—As a Team
Getting testimonials is great. Letting them pile up, unorganized, isn’t. Here’s how to keep things clean:
- Review new submissions.
- Assign someone to check for new testimonials daily or weekly.
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Reject spam, duplicates, or off-topic responses right away.
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Tag and categorize.
- Use tags like “product launch,” “customer support,” or “5-star” to make sorting easier later.
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Don’t go overboard—three to five tags per testimonial is usually plenty.
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Approve for use.
- Mark testimonials as “approved” or “ready to use.”
- Editors can do this; viewers can’t (by design).
What works:
- Keeping a short list of agreed-upon tags.
- Making approval part of someone’s weekly routine.
What doesn’t:
- Letting tags multiply unchecked (“great,” “awesome,” “love it,” “super helpful,” etc. all mean the same thing—pick one).
Step 5: Share and Use Testimonials—Without Duplicating Effort
Testimonials are only valuable if you actually use them. Senja has tools for this, but don’t get lost in the bells and whistles.
How to share: - Embed widgets: Senja lets you create testimonial widgets for your site. Editors can update these directly—no dev needed. - Export for social: Download testimonials as images or text for social posts, newsletters, or sales decks. - Share links: You can share a page of selected testimonials with a public link—handy for PR, investors, or clients.
What works:
- Having a single “featured testimonials” widget you update regularly.
- Assigning one person to “publish” so you don’t end up with conflicting versions.
What doesn’t:
- Exporting everything to Google Docs or Notion “just in case.” That’s how you end up back at square one.
Step 6: Communicate Inside (and Outside) Senja
Senja’s not a chat app. It’s for managing testimonials, not running your weekly standup. But you can leave notes and comments on testimonials for context—just keep it focused.
Use comments for: - Flagging testimonials that need a legal check - Noting if someone’s already reached out for permission to use a quote - Quick context (“This is from our biggest customer—prioritize for homepage”)
Don’t use it for: - Full discussions—do those in Slack, Teams, or wherever your team actually talks
Pro tip:
If you find yourself writing long debates in Senja comments, your workflow’s broken. Keep it simple.
Step 7: Review Access Regularly (and Clean House)
People leave teams. Projects end. If you don’t keep an eye on who has access, things get messy fast.
- Quarterly check: Review your workspace members every few months.
- Remove old users: If someone’s left the company or project, take them out.
- Update roles: If someone’s job changes, so should their access.
What works:
- Making this part of your offboarding checklist.
- Assigning one admin to own it.
What doesn’t:
- “We’ll clean it up later.” (You won’t.)
A Few Things to Ignore (or Not Overthink)
- Integrations: Unless you’re a big team with heavy automation needs, you probably don’t need every Zapier or API integration on day one.
- Over-tagging: More tags don’t mean more organization. They mean more confusion.
- Fancy approval flows: Start simple. If your team is small, a single reviewer is enough. You can always add complexity later.
Quick Troubleshooting: Common Collaboration Pitfalls
Problem: Testimonials keep getting lost or duplicated.
- Check that everyone’s using the same workspace and not making rogue forms or folders.
Problem: No one’s sure what’s ready to publish.
- Stick to the “approved” status and make it someone’s job to update it.
Problem: People ignore Senja and keep emailing testimonials.
- Train your team to use the collection forms. Old habits die hard, but consistency pays off.
Keep It Simple, Iterate as You Go
Senja takes a lot of the grunt work out of testimonial management, but only if you use it as a team—not as a dumping ground. Start with the basics: add your real collaborators, agree on roles, set up a collection form, and approve as you go. Don’t get sucked into “power user” features you don’t need. The simplest system is the one your team will actually use.
Testimonial chaos is optional. With a little setup (and the occasional cleanup), you can finally get the social proof you need—without the headaches.