If you’re reading this, you probably don’t want another “collaboration platform” horror story—where adding people to a tool turns into a permissions mess or, worse, total chaos. This guide is for team leads, admins, and anyone wrangling a group inside Mailreef who wants to work together without headaches. I’ll walk you through adding teammates, managing what people can do, and a few honest truths about what works (and what doesn’t).
Let’s get your team set up the right way—no fluff, no confusion, and minimal backtracking.
1. Before You Add Anyone: Know What You’re Trying to Do
Before you even touch the invite button, take a minute to figure out:
- Who actually needs access? Don’t feel pressured to add everyone “just in case.” Start small—add the people who really need to be there.
- What do you want them to do? Reading reports? Editing templates? Running campaigns? Knowing this helps you set permissions right from the start.
- Who’s responsible for what? Decide early: will there be one admin, or do you need a couple of backups?
Pro tip: Mailreef charges by user, so if you invite everyone under the sun, you’ll pay for it—literally.
2. Inviting Team Members
Here’s how to bring people in without making a mess:
- Go to your Mailreef dashboard.
- Look for something like “Team,” “Users,” or “Members” in the sidebar. The exact name may vary (Mailreef’s UI changes from time to time).
- Hit “Invite Member” or “Add User.”
- Enter their email address. Double-check it. Typos here = headaches later.
- Choose their role (more on what the roles actually mean in the next section).
- Add a quick personal note if the option is there. Boilerplate invites get ignored—be human.
- Send the invite.
What works: Inviting people in small batches. That way, you can fix issues before they snowball.
What to ignore: Don’t bother importing your whole company directory unless you’re running a massive team (and if you are, you probably need better access controls than Mailreef can provide out of the box).
3. Understanding Mailreef’s Roles and Permissions
Mailreef likes to keep roles simple. Typically, you’ll see three main types:
- Admin: Can do everything—add/remove users, change billing, manage settings. You probably only need one or two of these.
- Editor/Manager: Can create and edit content, but not mess with team settings or billing.
- Viewer/Read-only: Can see stuff, but can’t change anything.
How to pick:
- Give Admin only to people you trust with the nuclear codes. Seriously, they can remove everyone (including you).
- Most teammates should be Editors. They can get work done without risking team-wide changes.
- Viewers are good for folks who just need to keep an eye on things (think: external partners, or your boss who wants updates but shouldn’t touch anything).
What to watch out for: Some platforms get cute with “custom roles.” If you see this in Mailreef, don’t overcomplicate things unless you have a real need. Complexity = more to break.
4. Setting and Reviewing Permissions
Once you’ve picked a role, double-check what that person can actually do. Don’t assume—Mailreef sometimes tweaks permissions behind the scenes. Here’s how to stay on top of it:
- In the “Team” or “Members” area, click on a user’s name.
- You should see a breakdown of their permissions.
- Adjust as needed. If you’re not sure what a permission does, err on the side of caution—start with less access, not more.
- Save changes and (if possible) let the person know what you’ve set for them. Saves confusion.
Regular checkups: Once a quarter, review team permissions. People leave, roles change, and it’s easy to end up with “ghost admins” who still have full access.
Pro tip: If Mailreef lets you send a summary of permissions, do it. That way, everyone knows what they can (and can’t) do.
5. Organizing Teams or Groups (If You Need Them)
If your Mailreef plan supports grouping users (teams, projects, folders—whatever they call it), use it, but don’t overdo it:
- Start with broad groups. “Marketing,” “Product,” “Sales”—not “Q2 Product Launch Team for Canada.”
- Assign permissions at the group level, not user-by-user, whenever possible. It’s way easier to manage.
- Don’t create groups just to silo people. Collaboration works best when people can see what they need, not when everything’s locked down by default.
What works: Keeping your structure simple. Fewer groups = less confusion.
What to ignore: Fancy nested groups or “sub-teams” unless you have a really good reason (and, honestly, most small teams don’t).
6. Handling Common Pain Points (and How to Avoid Them)
Setting up collaboration is rarely smooth sailing. Here are the biggest pitfalls I’ve seen, and what to do about them:
Invites Not Arriving
- Double-check the email. Typos are the #1 cause.
- Tell people to check spam/junk.
- Some work domains block automated invites—ask IT if needed.
Permission Confusion
- Always tell new users what they can do. “You’re an Editor, so you can create campaigns, but not adjust billing.”
- If someone needs more (or less) access, update it right away. Don’t let people stew in confusion.
Too Many Admins
- Seriously, keep Admin access tight. More than 2 or 3, and you’re asking for trouble.
Offboarding
- When someone leaves, remove them immediately. Don’t “wait until next week.” Old accounts are a security risk, plain and simple.
7. Best Practices for Team Collaboration in Mailreef
- Communicate outside Mailreef too. Permissions are just one piece; don’t expect everyone to magically know their role.
- Write down your process. Even a shared doc that says, “Here’s how we invite people, here’s who gets Admin...” saves headaches when you grow.
- Review access regularly. Once a quarter is enough for most teams.
- Don’t try to automate everything. Sometimes a quick chat is better than an elaborate permissions matrix.
8. When to Get Fancy (and When to Keep It Simple)
Mailreef is built for straightforward team work—not for 10,000-person orgs with a sprawling permissions setup. If you find yourself building a chart to manage access, you’re probably overcomplicating things.
Keep it simple:
- Only create groups and roles you need right now.
- Don’t add users “just in case.”
- Start with limited access; grant more when someone actually needs it.
If your team outgrows these basics, it might be time to look at more robust tools, or reach out to Mailreef support about advanced options. But for most teams, the simple setup covers 95% of use cases.
Wrapping Up: Stay Pragmatic
Team collaboration in Mailreef doesn’t have to be a maze. Start with clear roles, keep your permissions tight, and don’t overthink it. The best setup is the one you barely have to think about—because it just works. Tweak as you go, keep things tidy, and focus on actually getting work done together.
No tool will fix bad communication or unclear roles, but a clean, simple setup in Mailreef means you’ll spend less time wrestling with permissions and more time actually collaborating. Keep it simple, iterate as you grow, and you’ll avoid the headaches most teams run into.