If you’re reading this, odds are you’re the person who always ends up setting up new tools for your team. Maybe you’re the “techie,” or maybe everyone else just ghosted the invite email. Either way, you’re in charge of getting people up and running in Mantiks and making sure no one’s stuck without access (or with too much of it). This guide is for you: the no-nonsense admin who just wants this to go smoothly, without endless back-and-forth.
Below, I’ll walk you through the actual steps to onboard new team members and assign roles in Mantiks without losing a whole afternoon. I’ll also flag what’s worth doing, what you can skip, and what’s more trouble than it’s worth.
Step 1: Pre-Onboarding Checklist (Don’t Skip This)
Before you start clicking around, get a few things straight:
- Know what you want each person to do. Mantiks roles aren’t magic — if you don’t know who needs what, you’ll just end up re-assigning later.
- Have your team’s emails handy. Mantiks needs real email addresses (not aliases or shared inboxes).
- Decide on your “least privilege” baseline. Only give people what they actually need. Too many admins = trouble later.
- Check your subscription limits. Some Mantiks plans cap the number of users or admins. Don’t invite more than you can actually add.
Pro tip: If you’re replacing someone, revoke their access before adding new people. Nothing’s more awkward than two people editing the same thing because someone forgot to remove an old account.
Step 2: Add New Members in Mantiks
Ready to invite the team? Here’s how to do it (and what to watch out for):
- Go to the “Team” or “Users” section. This is usually in your main dashboard sidebar. If you can’t find it, you probably don’t have admin rights.
- Click “Invite User” or “Add Member.” The wording changes, but you’ll know it when you see it.
- Enter the new member’s email address. Double-check spelling; Mantiks will send the invite here.
- Assign a role as you invite. Don’t just default everyone to “Member” or “Admin.” See the next step for picking the right level.
- Add a custom message. Optional, but it helps if your invite doesn’t look like spam.
- Send the invite. The user gets an email with a link to set up their account.
What to ignore: Some platforms make a big deal about “bulk import” tools. Unless you’re onboarding dozens at once, just invite people manually. Bulk tools sound cool but usually lead to more errors than they solve — and take longer to fix.
Step 3: Assign Roles (And Don’t Overthink It)
Mantiks offers a few standard roles. Here’s what they usually mean, and what works in real life:
- Admin: Full access. Can add/remove users, change settings, and see everything. Give this only to people you trust and who actually need it.
- Manager/Editor: Can create and edit stuff, but can’t nuke the whole account. Good for team leads.
- Member/User: Can use the tool but can’t change much else. Most folks belong here.
- Custom Roles: Only use these if you really need to. Otherwise, you’ll create a mess of confusing permissions.
How to assign or change roles:
- Find the user in the “Team” list.
- Click their name (or the “...” menu) and select “Edit Role” or similar.
- Pick the right role and save.
What actually works: Start everyone at the lowest role they need. You can always bump them up later, but it’s a pain to walk back too much access.
What to ignore: Don’t bother with super-granular permissions unless you’re in a huge or regulated company. For small or medium teams, you’ll spend more time managing roles than doing real work.
Step 4: Set Up First-Day Basics
Once you’ve sent invites, your job isn’t quite done. Here’s how to make sure new folks aren’t lost on Day One:
- Send a “Welcome to Mantiks” message. Don’t assume the invite email explains everything. A quick Slack or email helps.
- Point them to your internal documentation. If you have a wiki, Notion, or even a Google Doc, link them to any “How We Use Mantiks” notes.
- Flag important first steps: Like setting up a profile, enabling 2FA, or joining specific projects/teams in Mantiks.
- Offer to walk through the tool (once). One 15-minute screen share now saves hours of support questions later.
Pro tip: If you keep getting the same “how do I log in?” or “where do I find X?” questions, write up a basic FAQ and pin it somewhere. Your future self will thank you.
Step 5: Troubleshoot Common Issues
Here’s what actually trips people up — and how to fix it fast:
- Didn’t get the invite? Check spam first. If it’s still missing, re-send from Mantiks (sometimes the first invite gets filtered).
- Invite link expired? Most platforms only keep invite links live for a few days. Re-invite as needed.
- Wrong email? Delete the invite and send a new one. There’s no magic fix for typos.
- User says “I can’t do X”? Check their role. Nine times out of ten, they just need a permission change.
- Too many users error? Check your plan. You might need to remove old users or upgrade.
What to ignore: Don’t waste time fighting with browser pop-up blockers or old cookies. If someone’s really stuck, have them try an incognito window or a different browser. That solves 90% of weird login bugs.
Step 6: Review and Clean Up Regularly
Onboarding isn’t a “set and forget” job. Make it a habit to:
- Review the team list every month or quarter. Remove folks who’ve left or changed roles.
- Audit admins. You don’t want a dozen people with the keys to the kingdom.
- Update your internal docs. If Mantiks changes something about roles or invites, note it down.
Pro tip: Set a recurring calendar reminder to do this. No one remembers otherwise.
Step 7: Skip the Fancy Stuff (Unless You Need It)
Mantiks, like most SaaS tools, has “advanced” onboarding features: SCIM, SSO, bulk provisioning, etc. Here’s the honest take:
- For most small teams: Ignore these. They’re overkill, complicated to set up, and easy to break.
- For big orgs or regulated industries: You might need them. But get IT involved — don’t try to DIY unless you know what you’re doing.
Unless someone’s actually asking for SSO or automatic user sync, focus on just adding people and setting roles by hand. It’s faster, and you’ll understand what’s going on.
Summary: Keep It Simple, Iterate As You Go
Getting your team set up in Mantiks doesn’t need to be a three-week project or a source of endless headaches. Decide what people need, add them with the right roles, and make sure they know where to start. Skip the bells and whistles unless you actually need them. Most important: keep things tidy as your team grows. Simplicity and a little regular cleanup go a long way.