If you’re running outreach, sales, or growth projects using a tool like Lagrowthmachine, you know that it gets complicated fast when more than one person’s involved. Suddenly, you’ve got multiple people with different levels of access, tasks that overlap, and sensitive data floating around. This guide is for anyone who wants to actually control who does what in Lagrowthmachine—and keep their team from stepping on each other’s toes.
I’ll walk you through setting up permissions, organizing teams, and avoiding the common traps (including a few that the official docs gloss over). You don’t need to be an IT admin—just someone who wants their team to stop accidentally nuking each other’s campaigns.
Why Permissions Matter (and Where They Fall Short)
Before you start clicking through menus, let’s be honest: most SaaS tools say they have “robust permissions.” In reality? Many just offer a handful of roles and hope for the best. Lagrowthmachine is better than average, but it isn’t bulletproof. You’ll get basic controls—enough to keep most teams sane, but not the granular, “give Sally access to just this pipeline and nothing else” type of setup.
Still, getting permissions right is the difference between a well-oiled team and a mess of duplicate messages, lost leads, or worse—a privacy headache. So let’s get into it.
Step 1: Understand Lagrowthmachine’s User Roles
Lagrowthmachine organizes its users with roles. Here’s what you’ll actually find in the wild:
- Admin: Full access—can add/remove users, view billing, change settings, and access all data. If you don’t trust someone completely, don’t make them an Admin.
- Manager: Can create and manage campaigns, view most data, but can’t touch billing or system-level settings.
- Member/User: Usually can only interact with campaigns they’re assigned to—think of this as “just let them do their job.”
- Viewer (if enabled): Read-only access. Good for clients or auditors, but not helpful for anyone actually working.
Pro tip: The exact names and permissions sometimes change with updates. Always double-check the latest documentation or test with a dummy account before rolling out changes.
Step 2: Add and Invite Users (Without Creating Chaos)
Adding users is easy; doing it without confusion is harder. Here’s how to keep your sanity:
- Go to Team Settings: Usually found under your account menu—look for “Team,” “Users,” or “Members.”
- Click “Invite User”: Enter their email. Choose their role before sending the invite.
- Set Role Properly: Don’t just default everyone to “Manager.” Give more access only when someone asks for it (and you know why).
- Send Invite: The user gets an email. They’ll need to accept it and create their account.
What works: Setting roles at the invite step saves you from scrambling later.
What doesn’t: Inviting a bunch of users without roles, then “fixing it later.” People will start poking around where they shouldn’t.
Step 3: Organize Teams—Even If You’re Small
Lagrowthmachine lets you group users into teams. Even if you’re just three people, do it. Why? It makes it way easier to:
- Assign campaigns to the right group
- Limit mistakes (no more “who sent that email?”)
- Prep for growth—adding new folks later is painless
How to set up teams:
- Create a Team: In the “Teams” or “Groups” section, hit “Create Team.”
- Name It Clearly: “Outbound SDRs” beats “Team 1.” You’ll thank yourself in six months.
- Add Members: Pick users from the list. Only add people who actually need to be there.
- Assign Permissions: Some plans let you set team-level roles. If you can, use them.
Pro tip: Teams don’t always map to your org chart. Organize by what works for your workflow (e.g., by region, product, or project).
Step 4: Assign Campaigns and Assets by Team
Here’s where a lot of teams slip up: just because someone’s in the system doesn’t mean they should see (or touch) every campaign.
- Assign campaigns to teams or specific users when you create them.
- Limit asset access: Templates, lead lists, and sequences can often be shared with just the right group. Don’t make everything global by default.
What works: Start restrictive, then loosen up as needed. It’s way easier to add access than clean up after a mistake.
What to ignore: The urge to give everyone blanket access “for flexibility.” It’s not flexible—it’s chaotic.
Step 5: Review and Audit Permissions Regularly
No one wants to do this, but you’ll thank yourself later. People leave, change roles, or just stop needing access. Set a calendar reminder:
- Monthly: Quick scan—anyone who shouldn’t be there?
- Quarterly: Deeper dive—does everyone have the right role? Any unused accounts?
- After layoffs/role changes: Remove access immediately.
Pro tip: Lagrowthmachine may not automatically revoke access when someone leaves your company. Remove them manually—don’t wait for IT to catch up.
Step 6: Handle Sensitive Data the Smart Way
Permissions are good, but they’re not magic. If you’re handling sensitive leads, client data, or private notes:
- Don’t store sensitive info in shared notes or fields unless you’re sure only the right people can see it.
- Export/download data sparingly. Just because you can doesn’t mean you should. Keep exports to a need-to-have basis.
- Use strong passwords, and enable 2FA if Lagrowthmachine offers it.
And if someone accidentally sees something they shouldn’t, don’t sweep it under the rug—fix the permissions and let your team know what happened.
Team Collaboration: What Actually Works
Collaboration is more than just “everyone in the same tool.” Here’s what helps teams work together in Lagrowthmachine without getting in each other’s way:
- Clear campaign ownership: Assign a primary owner for each campaign. That way, there’s no “who’s supposed to reply to this lead?”
- Shared templates, not shared accounts: Use the template feature to keep messaging consistent. Don’t share logins.
- Commenting and notes: Use built-in notes to communicate about leads. But don’t use this as a substitute for actual team meetings.
- Notification settings: Encourage everyone to tweak their notifications. Default settings tend to be noisy or miss important updates.
What to ignore: Fancy integrations or “collaboration tools” you don’t actually need. Stick to basics until you hit a real pain point.
Common Pitfalls (and How to Dodge Them)
- Too many admins: Only give admin to folks who really need it. Otherwise, you’ll find settings changed “by accident.”
- Ignoring onboarding: Walk new members through your setup. Don’t assume they’ll just “figure it out.”
- Letting old accounts linger: Former employees with access are a security risk. Remove them immediately.
- Overcomplicating teams: If you’re spending more time tweaking teams than running campaigns, dial it back.
- Not testing: Create a dummy user account to see what each role can really do. Don’t rely on the docs alone.
Wrapping Up: Keep It Simple, Iterate Often
Setting up permissions and teams in Lagrowthmachine isn’t rocket science, but it does take some thought. Start with the minimum access folks need, tweak as your workflow evolves, and don’t be afraid to clean house every so often.
Most importantly, don’t get lost in features you don’t need. The point is to help your team work together—not to build the perfect permission tree. Start simple, and improve as you go. That’s how you keep your team, and your data, safe and sane.