You’ve got a new batch of users, a looming go-live date, and a mountain of admin tasks. If you’re looking for a no-nonsense way to get people up and running in Qobra—and avoid the usual headaches around permissions and roles—this guide is for you.
Whether you’re a sales ops pro, a manager, or just the person who drew the short straw, I’ll walk you through what works, what trips people up, and how to keep things moving. Let’s get your team set up without the drama.
Step 1: Prep Before You Add Anyone
The temptation: Invite everyone now, worry about the details later. Don’t do it. Sloppy onboarding means permissions messes, security risks, and a lot of “Why can’t I see my dashboard?” emails.
What you should do first:
- List out who needs access: Full names, emails, and—crucially—what they actually need to do in Qobra (view data, edit comp plans, admin rights, etc.).
- Decide on roles: Qobra uses roles to grant permissions. Figure out your categories: admins, managers, reps, finance, etc.
- Clean your data: Double-check emails and names. Typos here mean trouble later.
- Communicate: Let new users know when they’ll get an invite and what to expect. A quick Slack or email saves confusion.
Pro tip: If you’re not sure what someone needs, start with the least access and add more later. It’s way easier than cleaning up an over-permissioned mess.
Step 2: Understand Qobra’s Roles and Permissions
Before you assign anything, know what each role actually does in Qobra. The default roles usually are:
- Admin: Full power—think “can break everything.” Only a few should have this.
- Manager: Can view and manage their team, but not the whole org.
- User/Rep: Basic access—see their own performance and payout info.
- Custom Roles: If your org is fancy, you can create custom roles with tailored permissions.
What works:
Stick to the least privilege principle. If someone doesn’t need admin, don’t give it to them just “in case.” This isn’t just about security—too much access confuses users and creates noise.
What doesn’t:
Giving everyone admin because it’s “easier.” It’ll come back to haunt you.
Step 3: Add New Users in Qobra
Here’s where the rubber meets the road. Qobra lets you add users individually or in bulk. Here’s how to do it without tripping over yourself.
Adding Users One by One
- Go to your Qobra dashboard.
- Find the “Users” or “Team” section.
- Click “Add User” (or similar).
- Enter their name, email, and assign their role right away.
- Double-check everything before hitting “Invite” or “Save.”
Why do it this way?
It’s slower for big teams, but if you’ve only got a handful of new folks or want to be extra careful, this is the safest route.
Bulk Upload (CSV Import)
- Prepare a CSV file with the required fields (name, email, role).
- Use the provided template from Qobra—don’t freestyle the columns.
- Upload the file in the “Import Users” section.
- Review the preview. Qobra will flag errors—fix them before confirming.
- Click “Import” and watch the invites fly.
Mistakes to avoid:
- Skipping the preview step—one typo can create a dozen problems.
- Inviting people with the wrong role (easy to do when copying spreadsheets).
Pro tip:
Bulk import saves time, but only if your data is clean. Otherwise, you’ll spend more time cleaning up after the fact.
Step 4: Assign (or Adjust) Roles
Even with prep, you’ll likely need to tweak roles as people join or change jobs.
- Go to the user list in Qobra.
- Find the user you want to update.
- Click “Edit” or the pencil icon.
- Change their role from the dropdown.
- Save changes.
What’s worth doing:
- Review roles quarterly or when someone gets promoted.
- Remove access for people who leave the company—immediately.
What’s not:
- Letting roles “drift” because “it’s fine for now.” Small permission problems lead to big headaches during audits or comp cycles.
If you need custom roles:
- Most companies don’t need these at first. If you do, map out exactly what you want people to see or edit—don’t just start checking boxes.
Step 5: Test and Communicate (Don’t Skip This)
People will get stuck or confused. That’s normal. Save yourself and your users time by doing a quick check before announcing “You’re live!”
- Test a regular user account: Log in as a non-admin (or ask a team member to) and make sure they can do what they need—and only that.
- Spot-check permissions: Try a few different roles and see what they can access.
- Send a clear onboarding email: Include:
- How to log in
- What they’ll see
- Who to contact for help
Pro tip:
Keep the onboarding email short. Link to any resources or FAQs, but don’t bury people in instructions.
Step 6: Monitor, Support, and Adjust
Onboarding doesn’t end when invites go out. Expect questions and the occasional “I can’t see my team’s numbers” ticket.
- Set aside time the first week: Block your calendar for 20–30 minutes a day to handle user issues.
- Document common fixes: If the same question comes up more than twice, write a quick how-to and share it.
- Adjust roles as needed: Promotions, transfers, and departures happen. Make it part of your offboarding checklist to remove Qobra access.
What works:
- Having one or two “go-to” people for Qobra questions.
- Documenting the bare minimum—don’t overthink your internal wiki.
What’s not worth it:
- Overcomplicating things with a convoluted approval process for every change. Trust your admins, but audit occasionally.
When Things Go Wrong (and How to Fix Them)
Even with the best plan, mistakes happen. Here’s how to handle the most common ones:
- Invited someone with the wrong role? Edit their permissions right away. No need to re-invite; changes are live.
- User didn’t get their invite? Check email typos and spam folders. If needed, resend from the user management screen.
- People seeing too much (or too little)? Review your roles. Sometimes a custom role or inherited permission is the culprit.
- Bulk import failed? Download the error report, fix the issues in your CSV, and try again.
Pro tip:
Don’t waste hours troubleshooting alone. Qobra’s support is usually responsive if you hit a real wall.
Keep It Simple (and Iterate)
User onboarding and role management in Qobra isn’t rocket science, but it does pay to be methodical. Plan your roles, double-check your invites, and keep your process as simple as possible. When in doubt, give less access rather than more—you can always loosen up later.
Treat your first round as a draft, not a final product. You’ll learn what your team actually needs, and you can adjust without major drama. The best onboarding is the one you barely hear about—because everything just works.