If your go-to-market (GTM) team is more than just you and your dog, you’ll hit the wall fast without some basic controls. Chaos creeps in: people overwrite each other’s work, deals fall through the cracks, and you end up with “collaboration” that looks like a game of telephone. If you’re using Sendpotion for GTM, you’ve got decent tools to avoid this mess—but only if you set things up thoughtfully.
This is a hands-on guide to managing team collaboration and permissions in Sendpotion. It’s for sales, marketing, or RevOps folks who want a process that scales, without turning into a bureaucratic nightmare. If you want to avoid, “Wait, who changed that?” and keep your team humming, read on.
1. Get Clear on Who Needs to Do What (and Why Permissions Matter)
Before you poke around in any settings, get real about your team’s workflow:
- Who actually needs to create outreach campaigns?
- Who should see everything? Who should not?
- Who’s in charge of templates, integrations, or reporting?
- Are there outside contractors, SDRs, or execs who just need “read-only” access?
Pro tip: Don’t just mirror your org chart. Map out what people actually do in Sendpotion. Permissions should follow the work, not titles.
Why bother? Because every extra person with “full access” is another potential headache. And the more you scale, the more these headaches multiply.
2. Set Up Your Team in Sendpotion
Sendpotion’s team setup isn’t rocket science, but there’s enough nuance to warrant a careful approach.
Adding Team Members
- Go to Settings → Team Management.
- Click Invite Member, enter their email, and choose a role (more on roles below).
- The invitee gets an email with a link to join.
What works: Simple, fast, and you can invite multiple folks at once.
What doesn’t: Sendpotion doesn’t (yet) let you bulk-edit roles or do CSV imports for big teams. For 5-20 people, you’ll be fine. For 50+, it’s tedious.
Roles and Permission Levels
Sendpotion usually comes with these out-of-the-box roles:
- Admin: Full control—add/remove users, billing, settings, everything.
- Manager: Can create/edit campaigns, manage templates and lists, but can’t nuke the whole workspace.
- Member: Runs campaigns assigned to them, edits their own stuff, but can’t touch higher-level settings.
- Viewer: Read-only access.
Honest take: Use the lowest role that still lets people do their job. Most teams hand out “Manager” like candy, then regret it when someone wipes a key template by accident.
Custom Roles
Some Sendpotion plans let you tweak permissions (e.g., let someone manage templates but not integrations). If you’re paying for this, actually use it—custom roles are your friend for cross-functional teams.
3. Structure Your Workspace for Clarity, Not Confusion
Just because you can dump everything in one workspace doesn’t mean you should.
Best Practices
- Separate by function: Sales, marketing, CS—give each their own workspace if their process is distinct.
- Use folders or tags for campaigns: Don’t rely on memory or Slack threads to keep things straight.
- Name things clearly: “Q2-2024-Enterprise-Outreach” beats “Test 7” every time.
What to ignore: Don’t bother over-engineering folder hierarchies. If you need an org chart to navigate your campaigns, it’s too complicated.
4. Assign Ownership and Guardrails
Here’s where most teams trip up: if “everyone’s responsible,” no one’s responsible.
Assign Campaign Owners
- Every campaign, template, or list should have a clear owner.
- In Sendpotion, set ownership when creating or editing. Owners get notifications about changes or issues.
Pro tip: Rotate ownership for recurring campaigns—Don’t burn out your best ops person.
Use Permissions to Set Guardrails
- Limit who can delete or archive assets.
- Pin critical templates or campaigns so they can’t be accidentally changed.
- Set up approval flows (if your plan supports it) for outbound messaging or integrations.
Honest take: Approval flows slow things down. Only use them where you really need oversight (e.g., legal compliance, mass messaging).
5. Automate What You Can, but Don’t Trust Robots Blindly
Sendpotion lets you automate parts of your GTM workflow—assigning leads, triggering campaigns, syncing with CRM, etc.
What to Automate
- Assigning leads to reps based on territory or round-robin.
- Notifying owners when a campaign ends or needs review.
- Syncing results to your CRM (if you’ve connected one).
What Not to Automate
- Bulk permission changes: Too risky—easy to mess up and hard to undo.
- Auto-adding new hires to high-permission roles: Bad idea. Vet every access level.
Reality check: Automation is great, but always double-check what’s happening, especially after updates or new integrations.
6. Stay on Top of Activity and Changes
If you’re not watching, stuff will slip. Here’s how to keep things under control:
Audit Logs
- Use Sendpotion’s activity log to see who did what and when.
- Look for patterns: frequent permission changes, unexpected deletions, etc.
Regular Reviews
- Once a month, review member access and campaign ownership.
- Remove folks who’ve left or changed roles.
- Archive old campaigns to cut clutter.
Pro tip: Put this on someone’s calendar. “We’ll get to it later” turns into “Who the heck is this user?”
7. Avoid Common Pitfalls
You don’t need to learn everything the hard way. Here are the usual traps:
- Too many admins: Recipe for chaos. Two or three is usually plenty, even for big teams.
- No offboarding process: People leave; access lingers. Always have a checklist for revoking permissions.
- One workspace for everything: Eventually, it’s a mess. Split things up before you regret it.
- Ignoring notifications: Sendpotion sends helpful alerts. If you mute them all, you’ll miss important stuff.
- Not documenting anything: Even a one-page “how we use Sendpotion” doc in your wiki beats tribal knowledge.
8. Make Permissions Part of Your Onboarding and Training
Teach new hires how you use Sendpotion and what their permissions mean. A five-minute walkthrough saves hours of support tickets and “Why can’t I see X?” questions.
- Add a quick permissions primer to your onboarding docs.
- Show folks where to find help and how to request more access—don’t make them guess.
Summary: Keep It Simple, Stay Sane
Managing collaboration and permissions in Sendpotion isn’t about locking things down for the sake of it. It’s about clarity: who does what, who can see what, and how you keep things tidy as you grow. Don’t get lost in features or over-complicate your setup. Start simple, check in regularly, and tweak as your team’s needs change. Your future self (and your team) will thank you.
Want more? Check Sendpotion’s docs for plan-specific features, but don’t wait for “perfect” before getting your house in order. The best system is the one you actually use.