If you’re managing a team inbox, you know the default “everyone is an admin” approach is a one-way ticket to chaos. Maybe you’re running support, sales, or just want to keep interns out of billing. This guide is for anyone who needs to set up clear, custom roles in MissionInbox—without making it harder than it needs to be.
Let’s get you set up, step by step, and talk about what actually matters (and what you can skip).
Why Bother With Custom Roles?
Before we dive in, here’s the honest truth: most teams don’t need a sprawling web of permissions. But if you’ve ever cringed as someone accidentally nuked a shared folder, you know why it’s worth taking a few minutes to get this right.
Custom roles let you:
- Keep sensitive info private (think billing, HR, or customer data)
- Prevent accidents like someone deleting threads or changing settings
- Avoid “permission sprawl”—where everyone has access to everything, and nobody knows who’s in charge
If that sounds familiar, keep reading. If not, honestly, you can stick with the defaults for now.
Step 1: Get to Know the Built-In Roles
Before you create anything custom, make sure you actually need to. Out of the box, MissionInbox gives you a few standard roles:
- Admin: Full access. Can manage users, settings, billing—everything.
- Member: Can send/receive emails, assign conversations, and maybe a few extras.
- Guest: Limited access, usually view-only or reply-only.
Pro tip: Check what each role can/can’t do in the MissionInbox documentation. Sometimes, a small tweak to your workflow is easier than rolling out custom roles.
Step 2: Decide What You Actually Need
Here’s where most people overcomplicate things. Don’t start by listing every possible permission. Instead, ask:
- Who really needs admin access? (Hint: It’s probably not everyone.)
- Are there sensitive inboxes, tags, or settings only some should see?
- Do you have temporary users (interns, contractors) who need tightly-scoped access?
Some common roles you might want:
- Support Agent: Can reply and assign, but not delete or export.
- Billing Manager: Sees invoices, not customer conversations.
- Read-Only Auditor: Can view everything, change nothing.
Write down the 2–4 roles you actually need. If you’re at 10+, you’re probably making life harder than it needs to be.
Step 3: Create Custom Roles in MissionInbox
Here’s where you get your hands dirty.
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Go to Team Settings
Click your avatar or initials in the top-right, then select “Team Settings.” (If you don’t see this, you’re not an admin. Find one.) -
Navigate to Roles & Permissions
Look for a tab or menu labeled “Roles” or “Permissions.” Some versions tuck this under “Users” or “Access Control.” If you’re lost, use the search bar. -
Create a New Role
There’s usually a “Create Role” or “Add Custom Role” button. Click it. -
Name the Role
Be clear and specific. “Support: Limited” is better than just “Support.” -
Set Permissions
Here’s where you actually pick what the role can do. Most systems break this down into categories: - Inbox Access (read, reply, assign)
- Tag Management
- User Management
- Billing
- Export/Import Data
- Integration Settings
Pro tip: If you’re not sure what a permission does, hover over the info icon or check the docs. It’s better to start restrictive—you can always loosen up later.
- Save the Role
Don’t forget this step. Some platforms love to reset unsaved changes.
Step 4: Assign Roles to Users
Now it’s time to put those shiny new roles to use.
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Go to the User List
Usually under “Users” or “Team Members.” -
Find the User
Click on their name or the little pencil/edit icon next to them. -
Assign the Role
Use the dropdown or role picker. Double-check before hitting save—nobody likes surprise admin access. -
Repeat as Needed
Assign roles to everyone. If you’re not sure what someone needs, start with less access and wait for them to ask.
Pro tip: For new hires or contractors, set a calendar reminder to review their access later. Most people forget.
Step 5: Test Your Permissions
Don’t assume it’s perfect. Test it.
- Log in as a test user (or use “View as” if MissionInbox supports it)
- Try to do things the role shouldn’t be able to do: delete conversations, change billing info, mess with settings
- Try to do things the role should be able to do: reply, assign, tag, etc.
If something’s off, go back and tweak the role.
Step 6: Review and Clean Up Regularly
Permissions aren’t “set and forget.” Every time someone joins, leaves, or changes jobs, review their access.
- Quarterly review: Take 10 minutes to scan who has which roles.
- Remove old users: If someone’s left, yank their access immediately.
- Spot-check: If you spot an “Everyone is Admin” situation, fix it.
What Works (And What Doesn’t)
What works:
- Keeping your list of roles short and clear
- Starting restrictive, then opening up as needed
- Documenting who should have which role (even just in a Google Doc)
What doesn’t:
- Assigning “Admin” to everyone for convenience
- Ignoring permissions until something breaks
- Creating a custom role for every little thing
What to ignore:
- Fancy “role templates” if your team is under 20 people
- Obsessing over edge-case permissions (“What if an intern needs to export just one report?”)
- Overly granular controls unless you have a real compliance need
A Few Real-World Tips
- Onboarding: Make role assignment part of your onboarding checklist.
- Offboarding: Immediately remove access for anyone leaving (don’t wait for IT).
- Audit Trails: If someone makes a mess, check MissionInbox’s logs to see who did what.
- Ask for Feedback: If users are blocked by permissions, they’ll let you know—if you ask.
Keep It Simple—And Iterate
Custom roles are there to make your life easier, not to turn you into a full-time permissions admin. Start simple. Tweak as you go. If you ever find yourself spending more time managing roles than helping your team, you’ve gone too far.
Set up what you need now, and revisit it every few months. Your future self (and your team) will thank you.