If you’re running a project or team on 2xconnect, you already know the stakes: the right people need just enough access to get things done, and the wrong people shouldn’t be able to break (or see) anything they shouldn’t. But actually configuring user roles and permissions? That can get confusing fast. This guide is for admins, IT leads, or anyone responsible for making sure your 2xconnect workspace isn’t a free-for-all—or a locked-down nightmare.
Here’s the straight talk on how to set up roles and permissions in 2xconnect so you get secure, effective collaboration without the drama.
Why User Roles and Permissions Matter—Really
You’ve probably heard you should “manage access” for “compliance.” Sure. But here’s what actually happens if you skip this:
- People see stuff they shouldn’t. That’s a privacy risk (or just embarrassing).
- Someone deletes a project “by accident.” Good luck recovering it.
- Onboarding and offboarding become manual nightmares.
- You get that sinking feeling when something goes wrong and you realize, “Wait, who had access to this?”
The good news: 2xconnect gives you tools to avoid all that. The bad news: if you don’t set it up right from the start, you’ll pay for it later.
Step 1: Know What Roles Exist (And What They Can Actually Do)
Before you start clicking around, you need to understand the built-in roles in 2xconnect. Don’t just trust the labels—read what each can actually do. As of 2024, here’s the typical breakdown (but check your own instance—vendors love to rename things):
- Admin: Full control. Can add/remove users, change settings, see everything.
- Manager: Can create/edit/delete projects and invite users, but can’t alter global settings.
- Member/User: Can view and contribute to assigned projects, but can’t manage users or settings.
- Guest/External: Limited to specific projects or folders. Good for contractors or clients.
Pro tip: Some 2xconnect setups let you customize or create additional roles. If you don’t see this, you’re probably on a basic plan or your org has locked it down.
What to watch out for:
- Don’t assume “Manager” is safer than “Admin.” Sometimes, managers can still do damage.
- “Guest” access sounds safe, but double-check what they actually see.
Step 2: Map Out Who Needs What
This is the part most people skip, and it’s why permissions end up such a mess. Take 10 minutes, grab a pen, and ask:
- Who needs to administer the workspace (add/remove users, change settings)?
- Who needs to manage projects (create/delete, invite others)?
- Who just needs to collaborate on specific projects?
- Any external collaborators, clients, or contractors?
Sketch it out, even if it’s just a list—trust me, it’ll save you time.
Don’t overcomplicate it:
- Fewer roles are better. If everyone’s a “Manager,” no one’s managing anything.
- Avoid giving admin rights just because “it’s easier.” It always backfires.
Step 3: Set Up Roles in 2xconnect
Now, get into your 2xconnect admin dashboard. Here’s how to assign roles:
- Go to the Users or Team section (usually from the main menu; exact label may vary).
- Add users with their email addresses if they’re not already invited.
- Assign roles as you add them, or update roles for existing users:
- There’s usually a drop-down or “Edit” button next to each user.
- Select the right role (Admin, Manager, Member, Guest).
- For Guests or external users:
- Assign them to specific projects or folders. Don’t just invite them as “Members” unless you want them inside everything.
What works:
- Batch-adding users and assigning roles on invite. It cuts down mistakes.
- Using the “Guest” or “External” role for anyone outside your company.
What to ignore:
- Don’t create tons of custom roles unless you really need them. It sounds flexible, but it just confuses everyone.
Step 4: Set Permissions for Projects, Folders, or Resources
Roles are the starting point, but permissions often get set at the project or folder level. Here’s how not to screw it up:
- Open the project or folder you want to secure.
- Go to “Permissions” or “Sharing” settings.
- Assign access by user or role:
- Decide who can view, edit, or admin each item.
- Remove blanket access like “Everyone can edit” unless you’re intentionally running a free-for-all.
- Save your changes. Double-check them—seriously.
Pro tip:
- Use “view-only” whenever possible for folks who just need to stay in the loop.
- For sensitive projects, restrict access to named users or a small group.
What doesn’t work:
- Relying on defaults. 2xconnect sometimes defaults to “all members can edit.” That’s fine for a classroom, not for a business.
- Assuming project-level permissions override everything. Sometimes workspace-level roles still bleed through.
Step 5: Review and Test (Don’t Skip This)
Set it and forget it is a myth—especially with permissions. Here’s what you should actually do:
- Log in as a test user (use a dummy account if you can) to see what they can access. It’s eye-opening.
- Ask a trusted team member to double-check their access: “Can you see X?” “Can you delete Y?”
- Run through onboarding/offboarding scenarios:
- What happens if you remove a user?
- Do ex-employees still have access?
- Schedule a permissions review every few months. Yes, it’s boring, but it’ll save you from bigger headaches later.
Biggest gotchas:
- Old users still having access after they’ve left.
- “Ghost” projects no one is managing, but everyone can see.
- Permissions silently reverting after an update—2xconnect is generally good here, but don’t bet your data on it.
Step 6: Document Your Setup (Keep It Simple)
If you’re the only admin, this step still matters. If you step away and someone else takes over, will they know who should have what access?
- Write down (or save a screenshot of) your roles and who’s assigned to what.
- Note any special rules (“Marketing can see everything except HR projects”).
- Store this in a shared, secure spot—never just in your head.
Why bother?
- People leave jobs, get sick, or go on vacation. Your future self (or replacement) will thank you.
Extra Tips and Honest Warnings
- Less access is almost always safer. Start strict, then loosen up if needed.
- Don’t mix up “role” and “permission.” Roles are broad, permissions are specific.
- Audit logs exist for a reason. If something goes wrong, check who did what.
- Don’t trust “best practices” blindly. Your team’s needs might be different—use common sense.
Keep It Simple, Review Often
Getting user roles and permissions right in 2xconnect isn’t rocket science, but it does take a little upfront work and some regular check-ins. Don’t overthink it: start with the basics, document what you did, and fix problems as they come up. If you keep it simple and stay alert for weird access issues, you’ll avoid 90% of the pain points that trip up most teams.
Now, go double-check your own settings—you’ll sleep better tonight.