If you’re running a sales team and just got handed the keys to Showpad, you’ve probably realized that getting permissions and roles right isn’t just a checkbox—it’s the difference between chaos and a sales org that hums. This guide is for admins, sales ops folks, and anyone who wants to control what their team can (and can’t) do in Showpad without headaches.
No fluff, no vague “best practices”—just the steps, the caveats, and what actually matters.
Why permissions and roles matter (seriously)
Here’s the deal: If everyone has the same access, your content library will turn into the Wild West. Random reps uploading off-brand decks, accidental deletes, the wrong people seeing sensitive materials... it happens fast. Even worse, you waste tons of time fixing mistakes.
Getting roles and permissions right means: - Sales reps see only what they need. - Managers have the oversight they want. - Sensitive stuff (pricing, contracts, internal training) isn’t floating around. - You spend less time cleaning up and more time selling.
But don’t overthink it. Most teams only need a few roles. More on that below.
Step 1: Understand Showpad’s user roles and permissions
Before you start clicking around, here’s what you need to know: Showpad’s permissions are built around roles (what a user can do) and user groups (who gets access to what content).
Main user roles in Showpad
- Platform Admin: Top-level powers. Can do anything—manage users, content, integrations, the works. Only a few people should have this.
- Promoted User/Admin: Can do most admin stuff but can’t access certain platform-wide settings. Good for regional or team leads.
- User: The average sales rep. Can view and share content, track usage, and sometimes upload (if you allow it).
Pro Tip: Don’t make everyone an admin “just in case.” That’s how you end up with accidental disasters.
Permissions: The details that matter
- Content Access: Who can see, download, or share specific files or folders.
- Upload/Delete Rights: Who can add or remove content.
- Reporting Access: Who can see analytics and usage data.
- User Management: Who can add, remove, or edit user accounts.
You set these by combining roles with user groups and library permissions.
Step 2: Map out your team’s needs (before touching Showpad)
Grab a notepad. Before you start setting up users in Showpad, figure out: - Who needs admin rights (hint: it’s fewer people than you think) - Who just needs to access content - Any content that should be kept private—think pricing, contracts, or internal training - Special cases (regional teams, new hires, contractors)
Don’t try to build the perfect structure from day one. Start simple. You can always tweak it later when someone complains (and they will).
Step 3: Set up user groups and roles in Showpad
Let’s get into the actual clicks.
3.1 — Create User Groups
User groups are how you control access to content. Typical groups: - Sales reps (by region or product line) - Managers - Marketing - Contractors or partners
How to do it: 1. Go to the “Users & Groups” section in the admin panel. 2. Click “Create Group” and give it a clear, obvious name. (“North America Sales,” “Marketing,” etc.) 3. Add users to the group manually, or import a list.
Pro Tip: Don’t go crazy with groups. Too many, and you’ll lose track. One group per team or function is usually enough.
3.2 — Assign Roles
Now, assign roles to users or groups. - Most people get the standard “User” role. - Your sales managers or ops folks might get “Promoted User” or admin rights. - Only main admins (usually 1-3 people) should be “Platform Admins.”
How to do it: 1. In “Users & Groups,” select the user or group. 2. Assign the correct role from the dropdown. 3. Double-check—accidentally making someone a Platform Admin can come back to bite you.
Step 4: Set content permissions for libraries and folders
This is where people often mess up.
Showpad uses content libraries (big buckets of content) and folders within those libraries. You control who sees what by linking user groups to libraries or folders.
How to do it: 1. Go to “Content” in the admin panel. 2. Pick a library or folder. 3. Click “Permissions” or “Access.” 4. Add the user groups that should see/use this content. 5. Set what they can do: view, share, download, upload, delete (be careful with upload/delete).
Pro Tip: Default to “view only” for reps unless you really trust them to upload or delete content. Most teams regret giving too many upload rights.
Example setup
- Sales Reps: Can view and share the core sales library. No upload/delete.
- Managers: Can see reports and maybe upload to a “Manager Uploads” folder.
- Marketing: Full rights in the “Marketing Materials” library.
- Contractors: Only see what’s absolutely necessary.
Step 5: Test your setup (don’t skip this)
Before you roll things out, test it with a dummy user or a trusted rep.
- Log in as a user from each group.
- Make sure they can (and can’t) see the right stuff.
- Try uploading, deleting, and sharing content to see if permissions work as you expect.
Common surprises: - Users seeing more than they should (usually from overlapping group assignments) - Upload/delete rights too wide open - Managers missing analytics access
Better to find out now than after someone accidentally deletes your main pitch deck.
Step 6: Train your team (briefly)
Don’t assume everyone will just “get it.” Run a quick walkthrough: - What they can access - How to upload/share (if allowed) - Who to ask if they hit a wall (hint: probably you)
Keep it simple. No one wants a 30-minute permissions lecture.
Step 7: Review and adjust (stuff will change)
People leave, new folks join, teams shift. Set a calendar reminder to review permissions every quarter—or anytime something big changes.
- Remove ex-employees fast (seriously, don’t wait).
- Audit admin access—keep it tight.
- Ask managers if permissions are working for their teams.
Ignore the urge to over-engineer this. Complexity creeps in over time; be ruthless about keeping things simple.
What works, what doesn’t, and what to skip
What works: - Fewer roles and groups. Easier to manage, less can go wrong. - “View only” by default for reps. - Regular reviews—set it and forget it doesn’t work.
What doesn’t: - Giving in to every special request (“Can my team have a custom folder?”). You’ll regret it. - Letting too many people upload or delete content. - Ignoring the setup after launch—problems pile up fast.
What to skip: - Fancy, complicated hierarchies. They just confuse everyone. - Over-documenting. A quick Google Doc with who’s in what group is enough.
Keep it simple (and fix as you go)
Setting up Showpad permissions isn’t rocket science, but it’s easy to overcomplicate. Stick to the basics: a few clear roles, sensible groups, and minimum access needed. Fix issues as they come up instead of trying to predict every edge case. Your sales team (and your sanity) will thank you.