If your email team is bigger than just you, giving everyone the same access in Emailonacid is asking for trouble. Maybe you want your designer tweaking templates, but not accidentally deleting test projects. Or maybe your boss just wants to see reports, not mess with code. Whatever your setup, custom roles and permissions can save you a ton of headaches. This guide walks you through getting it right—without overcomplicating things or locking yourself out.
Why bother with custom roles in Emailonacid?
Let’s be honest: default roles are always too broad or too strict. The built-in “Admin” or “User” setup works if you’re a team of two. As soon as you have more folks—contractors, QA, execs—the cracks show. You either give too much access (and pray nobody nukes a project by accident), or you bottleneck everything through one person.
Custom roles and permissions let you:
- Control who can view, edit, or delete different elements (like projects, tests, analytics)
- Prevent accidental (or intentional) mistakes
- Speed up approvals and reviews by letting people see what they need, and nothing more
- Keep client data or sensitive emails locked down
It’s less about “security theater” and more about making sure your workflow doesn’t get tripped up by permission problems.
Step 1: Map out what your team actually needs
Before you even open your Emailonacid dashboard, sketch out your team’s needs. This will save you from endless tweaks later.
Ask: - Who needs to run tests and see previews? - Who just needs reports/analytics? - Who should manage users and billing? - Who should never be able to delete or overwrite work?
Typical roles you might need: - Admin: Full access, including billing and user management. - Developer/Designer: Can create and edit tests, but not touch billing. - QA/Reviewer: Can view tests and leave comments, but not edit. - Client/Stakeholder: Read-only access to reports or previews.
Pro tip: If you’re not sure, start with fewer permissions and open things up as needed. It’s easier to grant access than to clean up after a mistake.
Step 2: Check if your Emailonacid plan supports custom roles
Not every Emailonacid subscription includes advanced user management. If you’re on a basic or legacy plan, you might be stuck with default roles.
- How to check: Go to your Account Settings in the Emailonacid dashboard and look for a “Team” or “User Management” section. If you only see “add user” and no mention of custom roles, you’ve hit a limit.
- What to do if you’re blocked: Talk to your account rep or support about upgrading. Don’t pay for features you won’t use, but if your team is growing, it’s worth considering.
Don’t overbuy: Unless you have a big team or strict compliance needs, you probably don’t need enterprise-level controls.
Step 3: Set up your custom roles
Assuming your plan supports it, here’s how to start building roles in Emailonacid:
- Go to User Management
- Log in as an admin.
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Find the “User Management” or “Team” section in your main settings menu.
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Click on ‘Roles’ or ‘Permissions’
- Not every interface looks the same (Emailonacid changes things up sometimes), but look for a tab or button that says “Roles,” “Permissions,” or “Access Control.”
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If you only see pre-set roles, double-check your plan.
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Create a new role
- Hit “Create Role” or “Add Custom Role.”
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Give it a clear name—like “QA Reviewer” or “Billing Only.” Don’t get cute; ambiguity leads to headaches.
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Set permissions for the role
- You’ll usually see a list of permissions (checkboxes or toggles). Common ones include:
- Can create/edit/delete tests
- Can view analytics
- Can manage users
- Can access billing
- Can delete projects
- Can comment/approve
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Be specific. If someone just needs to view, don’t give them edit rights “just in case.”
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Save the role
- Double-check your settings.
- Save, and repeat for each additional role you need.
What to ignore: Don’t waste time making a hundred micro-roles. Most teams only need 3–5 clear roles. Trying to prep for every edge case just creates confusion.
Step 4: Assign users to roles
With your roles set up, now assign your team members.
- Invite new users
- From the User Management section, click “Invite User.”
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Enter their email, and select the role from a dropdown.
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Change roles for existing users
- Find the user in your team list.
- Click “Edit” or the little pencil icon next to their name.
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Change their role as needed.
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Double-check before saving
- Make sure people aren’t accidentally admins if they shouldn’t be.
- Remove users who don’t need access anymore (contractors, former employees).
Pro tip: Set a calendar reminder to review roles every few months. Old accounts with too much access are a security risk.
Step 5: Test your setup
Don’t just set and forget. Test that roles work as intended.
- Log in as a test user (or ask a teammate) to confirm what they can and can’t see or do.
- Try to break things: Can a QA accidentally delete a project? Can a client see confidential reports?
- Adjust roles if you spot problems.
What works: Emailonacid’s permission system is pretty straightforward. If you’re clear about who should do what, you’ll get what you need.
What doesn’t: There’s not much granularity—don’t expect wild, per-project controls or audit logs on every action. If you need super-detailed tracking, you’ll have to look elsewhere or set up some manual processes.
Step 6: Communicate changes to your team
Don’t surprise your team with new limitations. Once you’ve set up roles:
- Tell people what’s changing and why.
- Let them know who to ask if they need more access.
- Remind them that this isn’t about mistrust—it’s about keeping workflow smooth and protecting everyone’s work.
Pro tip: Keep it simple. Most people just want to know how to do their job, not get a lecture on “least privilege security models.”
Troubleshooting common headaches
1. “I can’t see X anymore!” - Double-check their assigned role. - Sometimes a browser refresh or re-login is needed after changing permissions. - If it’s still broken, Emailonacid support is usually quick to help.
2. Accidentally gave someone admin? - Change their role back ASAP. - If you locked yourself out (rare, but it happens), reach out to support.
3. Can’t create a role you need? - You’ve probably hit a plan limit. - Decide if it’s worth upgrading, or get creative with the roles you have.
Keep it simple, stay flexible
Setting up custom roles and permissions in Emailonacid isn’t rocket science, but it’s easy to overthink. Start with the basics, protect what matters, and tweak as your team grows. Don’t get bogged down trying to predict every possible scenario—just cover the big risks and keep permissions tidy. Check in once in a while, listen to your team, and adjust. That’s usually all it takes to keep your workflow safe and sane.