If you’re trying to get your team working together in Heypoplar, but aren’t sure how to set up users, roles, or permissions, you’re in the right place. This guide is for admins, managers, or anyone who just got asked to “get the team on Heypoplar.” I’ll walk you through getting your people set up, show you which features are worth using, and flag anything that’s more trouble than it’s worth.
Why bother with team setup?
If you’ve used Heypoplar solo, you know it’s a decent tool for managing projects and sharing resources. But once you bring in a team, things can get messy fast if you don’t set some guardrails. Setting up collaboration and user roles isn’t about creating more red tape—it’s about avoiding headaches later (like someone accidentally deleting a project, or sharing sensitive info with the wrong folks).
A little structure goes a long way. Let’s get to it.
Step 1: Decide how you actually want to work together
Before you dive into the admin panel, have a five-minute chat with your team or manager:
- Who really needs access? Don’t invite everyone just because you can. More users = more noise.
- What’s sensitive? Are there files, reports, or projects only managers should see?
- Who should be able to make changes? Not everyone needs to be able to delete, edit, or invite others.
You can always adjust roles later. But it’s much easier to start small and expand access, than to untangle a mess after the fact.
Step 2: Add users to your Heypoplar workspace
Here’s how to get your team into your workspace:
- Log in as an Admin (or Owner). Only these roles can add new users.
- Go to “Workspace Settings” (usually in the top-right menu).
- Find “Team” or “Users.” Heypoplar sometimes changes names, but it’s always something like this.
- Click “Invite” or “Add User.”
- Enter their email address and select their role (more on roles in a second).
- Send the invite. They’ll get an email. Sometimes it lands in spam—warn them.
Pro tip: Only invite people who are actually going to use Heypoplar now. You can add others later. Too many ghost users clutter things up and make it harder to manage permissions.
Step 3: Understand Heypoplar’s user roles (and what they actually mean)
Heypoplar’s user roles aren’t rocket science, but the names can be misleading. Here’s what you need to know:
- Owner: Full access to everything. Usually just one person. Can’t be demoted by others.
- Admin: Almost all the same powers as Owner—can add/remove users, change settings, and manage billing. Good for IT or team leads you trust.
- Member: The default. Can see and work on projects, but can’t change workspace settings or invite people.
- Guest: Limited access. Can only see what’s shared with them (like a single project or file).
What works: - Give Admins only to people you really trust. Too many admins = chaos. - Use Guests for contractors or clients who just need to view or comment.
What to ignore: - Don’t bother making everyone an Admin “just in case.” It’s not safer, just riskier.
Step 4: Set permissions and access levels
Adding users is just step one—you also need to decide what they can actually do.
Project-level permissions:
When you create a project, you can control who can:
- View
- Edit
- Comment
- Share
You don’t have to micromanage every project, but for anything sensitive—financials, HR docs, client work—double-check who’s got access.
How to manage permissions: 1. Open the project or folder. 2. Click on the “Share” or “Permissions” option (usually a button or a menu). 3. Add users or groups, and set their access level (view, edit, etc.). 4. Save changes.
Pro tip:
Set up “default” permissions for new projects so you’re not stuck doing this every time. Heypoplar, as of now, lets you set default roles for new members—use it.
Step 5: Organize your team with groups (if you need them)
Heypoplar lets you create groups or teams (sometimes also called “departments” or “circles” depending on the UI version). Here’s when it’s worth it:
- You have more than 10 people, or multiple departments.
- You want to share projects/resources with a whole group at once.
- You need to limit access by department (e.g., only Sales can see sales leads).
How to create a group: 1. Go to “Team” or “Groups” in Settings. 2. Click “Create Group.” 3. Name your group (be specific—“Design Team” not just “Team”). 4. Add members. 5. Assign group-level permissions to projects or folders.
If your team is small (under 5), honestly, skip groups for now. It just adds complexity.
Step 6: Set up onboarding for new users
Don’t just send invites and hope for the best. Most people ignore onboarding emails. Here’s what actually works:
- Send a quick Slack/Teams message (“Hey, you’ll get an invite to Heypoplar—let me know if you don’t see it.”)
- Link to a short guide or screen recording on what they’re supposed to do first.
- Show them how to find help (where the help docs or support chat are).
Pro tip:
Make a shared doc or page with Heypoplar basics (“How we use it,” “Who to ask for help,” etc.). Saves you repeating yourself.
Step 7: Review and adjust as you go
Even with the best setup, things change. People leave, teams change, and access sprawl creeps in.
- Review your users and roles once a quarter. Remove people who don’t need access.
- Check permissions on sensitive projects. Make sure only the right folks can see or edit.
- Ask your team what’s working (and what’s annoying). Sometimes the “wrong” permission is just a lazy default.
What to ignore:
Don’t try to lock down every single thing. If you’re spending more time managing roles than working, you’ve overcomplicated it.
What to do when things go wrong
Mistakes happen—someone gets the wrong access, or a file goes missing.
- Restore from backups: Heypoplar usually keeps a version history or trash for a while.
- Contact support: They’re not miracle workers, but they can often undo accidental deletions.
- Tighten roles if you see repeated issues: If people keep messing up settings, dial back their permissions.
Honest takes: What works, what’s overkill
Worth your time: - Setting up clear owner/admin/member roles. - Using groups if you’re a bigger team. - Reviewing users every few months.
Not worth the hassle: - Overly strict permissions on every single doc. - Making everyone an Admin “just in case.” - Inviting your entire company on Day 1.
Keep it simple (and tweak as you go)
Don’t stress about getting it perfect right away. Start with the basics—just the people who need access, the right roles, and a quick onboarding. See what your team actually does in Heypoplar, and adjust. You can always add more structure later if you need it.
The goal isn’t to win at “user roles”—it’s to help your team work without tripping over each other. Keep it simple, check in now and then, and you’ll be just fine.