New tools are great—until you have to get the rest of your team up and running. If you’re the one responsible for setting up Verifymagically and managing who can do what, this guide is for you. No fluff, just straight answers on onboarding new team members and handling user permissions without making it a bigger deal than it needs to be.
Step 1: Get Your Own Account Squared Away
Before you even think about inviting others, make sure your own account is set up correctly. Double-check your role—are you an Admin or just a regular user? Only Admins can invite new people or assign permissions, so don’t waste time trying if you don’t have the right access. If you’re not an Admin and need to be, ask whoever set up Verifymagically in your org to bump you up.
Pro tip: Don’t share your login. Ever. Not only is it a security risk, but it also makes it impossible to know who did what later on.
Step 2: Decide Who Needs Access—and Why
You don’t need to invite everyone with a pulse. Think about who actually needs to use Verifymagically:
- Direct users: Folks who’ll log in, view, or verify documents themselves.
- Managers: People who’ll need to review or approve things, or change settings.
- Support staff: Those who might need to check statuses but don’t need to edit.
The fewer people with high-level access, the fewer problems down the road. Invite only who you need, and start small. You can always add more later.
Step 3: Understand Verifymagically’s Permission Levels
Verifymagically keeps it pretty simple, but you still need to know what each role does before assigning them.
- Admin: Full access to everything—settings, billing, user management, etc.
- Manager: Can see most data, approve/reject documents, but can’t change account settings or billing.
- User: Can upload and view documents, but can’t approve, reject, or manage other users.
- Viewer (if enabled): Can only view documents, nothing else.
What works:
Stick to the least privilege principle. Give people the lowest role that lets them do their job. If someone complains, then reconsider.
What to ignore:
Don’t bother trying to hack roles for “special” cases. If permissions don’t fit your needs, contact support. Making up your own rules just creates confusion.
Step 4: Actually Invite New Team Members
Here’s the nuts and bolts:
- Go to the Team or Users section in Verifymagically (usually in the sidebar).
- Click “Invite User” or whatever their button says (sometimes it’s “Add Member”).
- Enter the person’s email address. Double-check it. Typos here are the #1 onboarding fail.
- Pick their role from the dropdown based on what you decided in Step 3.
- (Optional) Add a note or message. Not all tools let you, but it’s a nice touch—especially if you want to tell them what to do next.
- Send the invite. The person gets an email with a link to set up their own account.
If someone doesn’t get the invite, check their spam folder, then resend. If that still doesn’t work, ask them for a different email—sometimes company spam filters are brutal.
Pro tip: Invite new users in batches if you have a lot. But don’t add everyone at once unless you’re sure they’ll actually use the tool.
Step 5: Follow Up and Make Sure People Get In
Invites mean nothing if people don’t accept them. Give new users a nudge—either a quick Slack message or an email. If you’re onboarding a whole team, schedule a 10-minute walkthrough.
What works:
A quick demo or screen share saves hours of “How do I log in?” questions later.
What doesn’t:
Assuming everyone will just figure it out. Even smart people ignore onboarding emails or get tripped up by the password setup screen.
Step 6: Review and Adjust Permissions Over Time
Set it and forget it? Not a good idea.
- People leave. Remove their access as soon as they’re gone. No exceptions.
- Roles change. If someone gets promoted (or demoted), update their permissions right away.
- Audit quarterly. Take five minutes every few months to check the users list. You’ll be surprised how many “temporary” accounts stick around.
Pro tip:
If possible, connect Verifymagically to your SSO provider (like Google Workspace or Okta). This makes managing users way less painful, especially if your company is growing.
Step 7: Handle Permission Issues When They Happen
People will mess up permissions—accidentally or otherwise. Here’s what to do when there’s a problem:
- User can’t access something: Check their assigned role. Nine times out of ten, it’s just set wrong.
- User sees too much: Downgrade their role immediately. Don’t wait for “just one more thing.”
- Someone’s locked out: Resend the invite or reset their password. Don’t waste time troubleshooting—just start fresh.
If you run into a real bug or something you can’t fix, contact Verifymagically support. But don’t expect miracles if the problem is “I forgot to assign a role.”
Step 8: Avoid Common Pitfalls
- Too many Admins: Only give Admin to people you’d trust with your bank account.
- Shared logins: This is asking for trouble. Each person needs their own user.
- Unclear roles: Write down (somewhere) who has what role and why. Even a Google Doc is enough.
- Onboarding overload: Don’t try to train people on every feature at once. Focus on what they’ll actually use.
Step 9: Keep It Simple—and Iterate
You don’t need a 50-page onboarding playbook. Start with the basics: get the right people in, give them only the access they need, and check in once in a while. If you outgrow the built-in roles or have special compliance needs, talk to Verifymagically about custom solutions—but don’t overcomplicate things until you have to.
Bottom line? Onboarding and permissions don’t have to be a headache. Keep your process lean, document the essentials, and adjust as your team grows or changes. The simpler you keep it, the fewer surprises down the line.