If you’re sharing inboxes with a team, you already know how quickly things can go sideways. Sensitive messages in the wrong hands, people seeing more than they should, or—worse—someone deleting stuff by accident. This guide is for anyone running a team on Premiuminboxes who’s ready to lock things down without making life miserable for everyone.
No fluff, no marketing hype—just practical steps for setting up user roles and permissions so your team has the access they need (and nothing more).
Why Roles and Permissions Matter (and What Actually Works)
Before diving into the how-to, a reality check: user permissions aren’t just busywork. If you’ve got more than two people poking around your inboxes, you need some structure. Even if you trust everyone, mistakes happen—and so does turnover.
The good news? Most teams get by with just a few roles. The trick is to keep it simple, avoid overthinking, and revisit your setup as your team changes.
What actually works: - Give people the least access they need to do their job. No one ever got in trouble for being too careful. - Review permissions every few months, or whenever someone joins/leaves. - Don’t get sucked into creating a new role for every edge case. If someone needs special access, just grant it directly and move on.
Step 1: Get Familiar With Premiuminboxes’ Roles
Premiuminboxes comes with a few built-in roles. Depending on your plan and setup, you’ll probably see something like:
- Owner: Full control. Can add/remove users, manage billing, change settings, and see everything.
- Admin: Almost as powerful as Owner, but usually can’t touch billing.
- Member: Can see and respond to assigned inboxes, but can’t invite others or change settings.
- Guest (sometimes called Viewer): Read-only—can see messages, can’t reply or change anything.
Double-check your own dashboard—sometimes these labels or abilities shift with updates.
Pro tip: Don’t ignore the differences between “Admin” and “Owner.” In most tools, only the Owner can cancel or transfer the account. That can matter more than you think.
Step 2: Map Out Who Needs What
Before clicking around, grab a notepad (or open a doc) and jot down:
- Who’s on your team?
- Which inboxes do they need? (e.g., support@, sales@, info@)
- Who needs to see all messages, and who’s just handling a specific area?
- Who absolutely should not have access to sensitive messages or billing?
It seems obvious, but this ten-minute exercise saves you from endless back-and-forth later.
Don’t bother: trying to plan for every possible future scenario. Roles aren’t tattoos. You can adjust as you go.
Step 3: Add Your Team to Premiuminboxes
Here’s the basic process (the exact labels might vary):
- Go to Team Settings: Find the “Team,” “Users,” or “Members” section in your Premiuminboxes sidebar.
- Click “Invite User” or “Add Team Member”: You’ll need their email address.
- Assign a Role: Pick Owner, Admin, Member, or Guest. (Err on the side of less access—you can always bump someone up later.)
- Choose Inboxes: Some plans let you specify which inboxes the person can access. If so, select only what they need.
- Send Invitation: They’ll get an email invite. Remind them to check spam if it doesn’t show up.
Got a new team member starting soon? Invite them a day early so they’re ready to go on day one.
Step 4: Fine-Tune Permissions (Don’t Go Overboard)
Most teams can stick with the default roles. But sometimes you need to get more granular, like:
- Letting someone see but not reply to messages.
- Giving a contractor access to just one inbox, and nothing else.
- Restricting who can delete messages or export data.
How to adjust:
- Per-Inbox Permissions: In the inbox settings, you can often set who can view, reply, or manage that inbox. Use this to keep things tight.
- Custom Roles (if available): Some plans let you create a custom role by mixing and matching permissions. Be careful! Don’t create “Frank’s Special Role” unless Frank really needs it.
- Revoking Access: If someone leaves or switches teams, remove them right away. Don’t just downgrade their role—kick them off any sensitive inboxes.
What to ignore: - Trying to automate everything from day one. Manual review is fine for most small teams. - Over-documenting your roles. A simple spreadsheet or list is enough.
Step 5: Test Your Setup Like a Skeptic
Don’t just assume you got it right. Log in as (or ask) your team members to double-check:
- Can they see only what they need?
- Can they do their actual work (reply, assign, close conversations)?
- Are sensitive settings (billing, integrations) hidden from the wrong people?
- Is anyone seeing more than they should?
It’s a pain, but it’s better than finding out the hard way.
Pro tip: Once a quarter, pretend you’re a new team member and walk through the onboarding flow. You’ll spot holes others miss.
Step 6: Stay on Top of Changes
People come and go. Roles drift. Permissions you set six months ago can quietly get outdated.
To keep things secure (without losing your mind): - Set a reminder to review roles every 3–6 months. - Remove access immediately when someone leaves (don’t wait for offboarding to “finish”). - If Premiuminboxes rolls out new role features, skim the release notes—sometimes defaults change or new options appear.
If you’re a small team, this can take just a few minutes. For bigger groups, consider a quick permissions review at your regular team meetings.
What Premiuminboxes Gets Right (and Where It’s Clunky)
The good: - Straightforward roles for most teams—no need to be an IT pro. - Decent audit trails, so you can see who did what. - Inbox-level permissions keep sensitive stuff locked down.
The less great: - Custom roles can be confusing if you’re not careful. Stick to the defaults when in doubt. - Some permission changes don’t take effect until users log out and back in. Annoying, but not a dealbreaker. - No “view as” mode—testing what others see means making a dummy account.
Bottom line: Premiuminboxes covers the basics well. Don’t let perfect be the enemy of good.
Quick FAQ: Common Role and Permission Headaches
Q: What if someone needs access to just one inbox?
A: Assign them as a Member, then restrict their access to only that inbox in the settings.
Q: Can I let someone reply but not delete messages?
A: Usually, yes—check the custom permissions or per-inbox settings.
Q: Do guests count toward my user limit?
A: Often, yes. Check your plan details.
Q: Can I see what someone did or accessed?
A: The audit log shows big actions (like deletions or role changes), but not every little thing. Don’t expect full surveillance.
Keep It Simple—And Don’t Stress
Roles and permissions in Premiuminboxes aren’t rocket science. Start with the basics, give people only what they need, and fix things as you go. The whole point is to keep your team moving fast while staying secure—so don’t let perfect policies slow you down.
If you ever get stuck, reach out to support or swap stories with other admins. Odds are, someone else has hit the same snags (and found a shortcut).
Now get your team set up and move on to the work that actually matters.