If you’ve ever regretted giving someone too much power in a team tool—or worse, watched someone accidentally delete something important—you know why permissions matter. This guide is for folks wrangling teams in Lunatro, whether you’re a founder, team admin, or just the person who got stuck with the job. If you want to keep collaboration smooth and secure (without losing your weekend to “permission denied” headaches), you’re in the right place.
Why Permissions and Roles Aren’t Just Box-Ticking
Let’s be honest: most people treat permissions like a checklist to get through as fast as possible. But in Lunatro, like anywhere, who can see or do what isn’t just about bureaucracy—it’s about not shooting yourself in the foot. Set things up right, and you avoid accidental leaks, confusion, and the dreaded “who deleted this folder?” mystery. Mess it up, and you’ll spend all your time cleaning up.
Quick Primer: How Lunatro Handles Teams, Roles, and Permissions
Before you dive in, here’s how Lunatro structures things:
- Teams: Groups of users working together, usually mapped to a department, project, or client.
- Roles: Predefined levels of access (like Admin, Editor, Viewer) that control what people can do.
- Permissions: The specific actions (read, write, delete, share) tied to each role.
- Resources: The files, projects, or data you’re actually controlling.
It’s not rocket science, but it’s easy to get lost in the weeds if you try to fine-tune everything from day one.
Step 1: Map Out What Actually Needs Protecting
Don’t skip this. Before you even open Lunatro, ask yourself:
- What’s sensitive? Financials? Client files? Roadmaps?
- Who actually needs access? Not just who wants it. Who needs it for their job?
- Where can things go wrong? Accidental deletes, sharing outside the team, overwriting files.
You’ll save yourself a ton of trouble if you sketch this out—even if it’s just in a notebook.
Pro tip: If you’re not sure, start restrictive. It’s way easier to open things up later than to lock them down after something’s leaked.
Step 2: Understand the Default Roles in Lunatro
Lunatro ships with a handful of roles. Here’s what each one can (and can’t) do:
- Owner
- Can do literally everything, including deleting the team or workspace.
- Should be limited to one or two people.
- Admin
- Can add or remove users, change roles, and access most settings.
- Can’t usually delete the whole workspace, but still has a lot of power.
- Editor
- Can create, edit, and delete content, but can’t mess with team settings or invite new users.
- Viewer
- Can see stuff, but can’t change or share anything.
What works:
These defaults cover 90% of cases. Don’t create custom roles unless you really need something specific. The more roles you add, the harder it is to manage.
What doesn’t:
Giving too many people Admin or Owner roles. Only do this if you trust them not to click on things “just to see what happens.”
Step 3: Set Up Your Team Structure in Lunatro
- Create your team
- Hit “New Team” in Lunatro and give it a clear name (e.g., “Marketing 2024” not “Team 1”).
- Invite users
- Send invites with the lowest role they need. Don’t give everyone Editor “just in case.”
- Assign roles
- Be stingy with Admin and Owner. Editors and Viewers cover most needs.
Things to ignore:
- The urge to invite everyone at once. Start with your core team, then add more as needed.
- Fancy role descriptions. If someone doesn’t understand what their role lets them do, it’s too complicated.
Step 4: Audit and Adjust Permissions by Project or Folder
Lunatro lets you set permissions at both the team and resource level (project, folder, file). This is where things can get messy if you’re not careful.
- Default to team-level permissions unless you have a really good reason.
- Use resource-level overrides sparingly (think: private projects, sensitive docs).
- Regularly check who has access to what—especially after team changes.
Pro tip:
Set a calendar reminder to review permissions every month or quarter. People leave, roles change, and what was “fine” can get risky fast.
Step 5: Handle Exceptions and Temporary Access
Sometimes, someone needs more access for a short time—a contractor, or someone covering a vacation.
- Use temporary upgrades: Change their role for a set period, then switch it back.
- Document why: Even a quick note (“Upgraded for campaign, revert on May 15”) saves headaches.
- Never leave temporary permissions in place longer than needed.
What works:
Having a clear “ask for more access” process—ideally in writing (Slack, email, whatever).
What doesn’t:
Letting “temporary” become “permanent” because nobody tracks it.
Step 6: Monitor Activity and Set Up Alerts
Lunatro’s audit logs let you see who did what, and when. Don’t ignore this feature:
- Check logs if something weird happens: Files missing? Settings changed? Start here.
- Set up alerts for risky actions: If possible, get notified when someone deletes a project or adds an external user.
Pro tip:
You don’t need to watch the logs every day, but know where to find them before there’s a problem.
Step 7: Train Your Team (Briefly)
People aren’t mind readers. A five-minute walkthrough beats a 50-page policy nobody reads.
- Show them where to find their role and what it means.
- Remind them not to share files outside the team.
- Make it easy to ask if they’re unsure.
What works:
Short, clear guidance. Maybe a wiki page, or a pinned message in your chat app.
What doesn’t:
Long training sessions or dense documentation. Save your energy.
Common Mistakes to Dodge
- Too many admins: Recipe for chaos. Less is more.
- Custom roles everywhere: Only use if the built-in ones truly don’t fit.
- Ignoring old accounts: Remove access for people who leave. Immediately.
- “Set and forget” mindset: Permissions aren’t fire-and-forget. Review them.
Frequently Asked Questions
Can I create custom roles in Lunatro?
Yes, but think twice. For most teams, the built-in roles are enough. Custom roles can add confusion and maintenance overhead.
What happens if two roles conflict on a folder?
Lunatro defaults to the most permissive level, which can bite you if you’re not careful. Always double-check overrides.
How do I see who has access to a sensitive project?
Go to the project’s settings and view the access list. Don’t trust your memory—check the actual list.
Final Thoughts: Keep It Simple, Stay Safe
Permissions aren’t glamorous, but get them right and you’ll sleep better. Start simple, use Lunatro’s defaults, and only get fancy if you have to. Review regularly. Make it easy for people to ask for what they need—and just as easy to take it away when they’re done.
You don’t need a PhD in access control. Just a bit of planning and a willingness to say “no” when needed. Tweak as you go. It’s how the pros do it, and it’s how you’ll keep your team both productive and safe.