If you’re managing projects with a team (or even just a couple of freelancers), figuring out who can see what, edit what, and accidentally delete what can make or break your workflow. This guide is for anyone who wants to skip the trial-and-error and get their team set up in Getlancey the right way—whether you’re a project manager, a founder, or just the person everyone asks to fix the chaos.
Let’s walk through the essential steps for setting up team collaboration and permissions in Getlancey—without the fluff.
1. Understand How Teams and Permissions Work in Getlancey
Before you start clicking around, it helps to know how Getlancey thinks about teams and permissions. Here’s the gist:
- Teams: Groups of people who work on shared projects and resources.
- Roles: Predefined sets of permissions like Admin, Manager, or Member. Each role controls what a user can see and do.
- Permissions: The specific actions someone can take—like creating a project, inviting users, or changing billing info.
Pro tip: Getlancey’s permission system isn’t wildly customizable (yet). You can’t create super-granular custom roles, but the out-of-the-box roles cover most real needs. If you’re dreaming of per-task permissions or something ultra-specific, you’ll probably be disappointed.
2. Set Up Your Organization and Team
If you haven’t already, here’s how to get your team space ready:
a. Create Your Organization
- Log in to Getlancey.
- Click your profile icon (usually top right).
- Select “Create Organization” or “New Team” (the label might change, but it’s in the main menu).
- Give your organization a clear name—use your company or project name, not “Test” or “My Team.”
Why it matters: Your organization is the umbrella for all your projects, users, and settings. If you work with clients, set up separate organizations for each.
b. Invite Team Members
- Go to the “Team” or “Members” section in your organization settings.
- Click “Invite Members” or the + button.
- Enter email addresses. You can invite multiple people at once.
- Assign roles now, or do it later (see Step 4).
What to ignore: Don’t stress about inviting everyone at once. You can always add or remove folks later. Don’t overthink it.
3. Assign Roles: Who Gets to Do What?
This is where most teams trip up. Don’t just give everyone admin “so it’s easier.” Here’s a no-nonsense breakdown of the built-in roles:
- Admin: Can do everything—manage users, billing, projects, and settings.
- Manager: Can create and manage projects, invite or remove members from projects, but can’t mess with billing.
- Member: Can see and work on projects they’re added to, but can’t change team-wide settings or invite new users.
Honest take: Unless someone actually needs to mess with billing or add/remove users, stick them on Member or Manager. Only give Admin to people you trust not to nuke your setup.
How to assign roles:
- In the Team/Members section, find each user.
- Click their current role (or the dropdown next to their name).
- Select the new role.
- Changes apply instantly—no need to save.
4. Create Projects and Set Project-Level Permissions
Now that you’ve got your people and their roles sorted, create your actual workspaces:
a. Create a Project
- In your organization, click “New Project” or “Create Project.”
- Name it something specific (avoid “Project 1”—future-you will thank you).
- Optionally add a description, client name, or tags.
b. Add Team Members to Projects
Not everyone needs access to every project.
- Open the project settings.
- Go to the “Members” or “Access” tab.
- Add members by name or email.
- Assign their project role (if Getlancey supports project-specific roles—some versions do).
What works: Keeping project teams small. Only add people who actually need to be there. No point in flooding everyone’s inbox with stuff they don’t care about.
c. Set Access Levels (If Available)
Some versions of Getlancey let you give people different levels of access within a project—like “Editor” vs. “Viewer.” If you see this option, use it.
- Editors can create and change stuff.
- Viewers can read but not edit.
If your plan doesn’t support this, you’re stuck with the standard roles. Don’t lose sleep over it.
5. Handle External Collaborators (Clients, Freelancers, Agencies)
You’ll probably need to invite people who aren’t part of your core team. Here’s how to do it without opening the floodgates:
- Invite clients or freelancers as “Members” with limited access.
- Add them only to the projects they need to see.
- Double-check their permissions—clients don’t need admin access.
Pro tip: If you’re dealing with sensitive info, use separate projects or even separate organizations for external folks. It’s the only way to truly wall things off.
What not to do: Don’t invite clients as Admins (unless you want them poking around your invoices). Don’t reuse the same project for multiple clients—privacy gets messy fast.
6. Review and Clean Up Permissions Regularly
Even if you set things up perfectly, stuff changes:
- People leave. Freelancers wrap up. Projects end.
- Schedule a quick permissions check every month or quarter.
- Remove access for anyone who doesn’t need it.
This isn’t busywork—it keeps your data safe and your team focused.
How to do it:
- In your Team/Members view, look for “Last Active” or similar columns.
- Remove anyone who’s inactive or shouldn’t have access.
- Double-check admins and billing contacts—only keep the essentials.
7. Common Pitfalls (and How to Avoid Them)
Here’s what trips up most teams:
- Too many admins: When everyone’s an admin, nobody’s accountable. Keep it tight.
- Never cleaning up: It’s easy to forget to remove old users. Make it a habit.
- Inviting with personal emails: Use work emails if you can. Personal addresses get confusing, especially if contractors change.
- Assuming more permissions = more productivity: Usually, it just leads to more mistakes.
Ignore: Any temptation to micromanage every permission setting. Getlancey isn’t built for that, and you’ll just slow everyone down.
8. Quick Reference: What You Can (and Can’t) Do
You can: - Set up teams and invite users easily - Assign roles at the organization and (sometimes) project level - Restrict what external collaborators see - Change roles and remove users anytime
You can’t: - Create custom roles with super-specific permissions - Set per-task or per-file permissions (at least not as of now) - Automate user cleanup—manual review is still needed
If you’re coming from a tool like Jira or Asana, expect things to be simpler (and maybe a bit less flexible).
9. Best Practices for Smooth Collaboration
- Keep roles minimal: Only give the permissions someone actually needs.
- Be clear about who owns what: Assign an admin or manager for each project.
- Document your setup: Just a quick note in Notion or Google Docs about who’s admin goes a long way.
- Train new users: A 10-minute walkthrough saves hours of confusion later.
Wrapping Up
That’s all you really need to get your team working together in Getlancey without creating a permissions nightmare. Stick to the basics, keep your user list tidy, and don’t overcomplicate things. You can always tweak as your team grows or your needs change—just don’t let perfect be the enemy of done.
Need to adjust something later? No problem. Stay nimble, keep it simple, and iterate as you go.