If you’re collaborating with a team using Ring and you care about not letting the wrong people get access to sensitive stuff, this guide’s for you. Maybe you’re setting up Ring for the first time, or maybe you’ve realized too many people have “admin” slapped on their name. Either way, you want things locked down, but not so locked down that work grinds to a halt.
Let’s cut through the noise. Here’s how to set up user roles and permissions in Ring, what actually matters, and what you can ignore.
Why Bother With Roles and Permissions?
Before diving in, let’s be clear: roles and permissions aren’t just about “compliance” or “best practices.” They’re about:
- Keeping sensitive info out of the wrong hands (intentionally or by accident)
- Making sure folks only see and do what they need
- Avoiding messy situations like someone deleting a project by mistake—or out of spite
If you’re a tiny team, you might get away without this for a bit. But the minute more people join, or you start working with contractors, you’ll wish you’d set this up properly from the start.
Step 1: Get Familiar With Ring’s Permission Model
Ring (the team collaboration platform, not the doorbell) keeps things pretty straightforward. There are usually a few built-in roles:
- Owner: Top-level access. Can do anything, including billing and team management.
- Admin: Can manage users and settings, but maybe not billing.
- Member: The “standard” user—can collaborate, but can’t mess with settings or invite new users.
- Guest: Limited access, sometimes just to specific projects or messages.
Not all organizations need all these roles. Ring tries to keep it simple, but you can usually add custom roles if your setup is weird or you have compliance rules.
Pro tip: Don’t overcomplicate it. Most teams need Owners, Admins, and Members. Guests can be useful for outside collaborators (think freelancers or clients).
Step 2: Audit Who’s Got Access (and Why)
Before making changes, take stock:
- List everyone with access. Go to the “Team” or “Users” section—names may vary.
- Check their roles. Who’s an Owner? Who’s an Admin? Who’s just a Member?
- Ask: Does this make sense?
- Are there ex-employees lurking?
- Does every admin actually need that power?
- Are there guests who should be full members (or vice versa)?
What to ignore: Don’t get bogged down labeling every single person right now. Focus first on removing old users and fixing obvious mistakes.
Step 3: Decide Who Should Have Which Role
Here’s the honest breakdown:
- Owner: Should be a founder or someone you’d trust with the company checkbook. Ideally, 1–2 people max.
- Admin: Folks who actually need to manage users or settings. Not all managers need this.
- Member: Everyone else who’s contributing regularly.
- Guest: Temporary access. Use for contractors, clients, or anyone who shouldn’t see everything.
Don’t:
- Give everyone admin “just in case.”
- Use “guest” for people who actually work there full-time.
Do:
- Keep the circle of trust small at the top.
- Document exceptions, so you remember why you gave Bob in accounting admin access.
Step 4: Assign (or Change) Roles in Ring
Now, the hands-on part. Here’s how to actually set roles in Ring (the screens may look a little different, but the flow’s usually like this):
- Head to the Team/Users page.
This is usually in the sidebar or under “Settings.” - Find the user.
Use search if you’ve got a big team. - Edit their role.
Click their name, then look for a “Role” dropdown or “Change Role” button. - Select the correct role.
- Set Owner/admin/member/guest as you decided earlier.
- Save changes.
Most platforms ask for confirmation—don’t skip reviewing before you click.
Pro tip: If you’re nervous, do this in small batches and let people know. That way, if something breaks, you’re not flooded with angry messages.
Step 5: Set Up Permissions for Projects, Channels, or Files
Roles set the baseline, but sometimes you want to get more granular. Maybe you want only the marketing team to see a campaign plan, or limit who can edit certain files.
Here’s what works:
- Create private channels or projects for sensitive discussions.
- Restrict files/folders so only certain roles or individuals can view/edit.
How to do it in Ring: 1. Go to the project, channel, or file. 2. Look for “Permissions” or “Settings.” 3. Add/Remove users or roles as needed. 4. Set “view only” or “can edit” depending on what you want.
Be honest:
- Overly complex permissions are a nightmare to maintain.
- Avoid one-off exceptions unless you really need them.
What to ignore:
- Don’t micromanage every file.
- Don’t set up permissions you’ll forget to maintain.
Step 6: Test Your Setup (Don’t Skip This)
It’s easy to think you’re done, but you’ll want to double-check:
- Log in as a user with each role (or use a test account).
Can they see what they’re supposed to? Can they break things they shouldn’t? - Ask a trusted team member to try it out.
Fresh eyes catch things you might miss. - Check guest access.
Are guests seeing only what they need?
If something looks off, go back and tweak. Better to find out now than after someone’s accidentally locked out (or in).
Step 7: Set Up a Simple Process for Changes
People come and go. Projects change. If you don’t have a basic way to keep roles tidy, things will get messy fast.
What works:
- Review users monthly or quarterly.
Remove anyone who’s left. - Document who has owner/admin rights and why.
Helps if someone’s out sick or leaves. - Make one person responsible for changes.
Too many cooks = chaos.
What doesn’t:
- Setting and forgetting.
- Letting everyone invite whoever they want.
Step 8: Beware of Common Pitfalls
Even good setups can go sideways. Here’s what to watch out for:
- Too many admins.
More isn’t safer. It’s riskier. - Guest access creep.
Old clients or contractors still poking around? Shut it down. - “Just in case” permissions.
Don’t give access “just because.” - Ignoring audit logs.
Occasionally check if anyone’s doing sketchy stuff.
Pro Tips and Honest Advice
- Less is more.
The fewer exceptions and custom roles, the easier your life will be. - Train your team.
A two-minute walk-through saves hours of fixing mistakes. - Don’t chase perfection.
Get the basics right. You can always tweak later. - Ask for help.
If you’re lost, Ring support is usually pretty responsive. Don’t bang your head against the wall.
Keep It Simple—And Keep It Up to Date
User roles and permissions aren’t glamorous, but they’re the backbone of a secure, smooth-running team. Set up the basics, check them once in a while, and don’t let things get out of hand. You don’t need to be a security expert—just pay attention and update things as your team changes. The simpler your system, the fewer headaches down the road.