If you’re leading or managing a sales team and want less chaos and more control over who can see and do what, this guide is for you. I’ll walk you through setting up team collaboration and permissions in Superwave without getting lost in endless settings or jargon. It’s not magic, but it does make life a lot easier if you set it up right from the start.
Why Permissions and Collaboration Matter (and What to Ignore)
Let’s be honest: most “collaboration tools” promise the world and end up adding more work. But if you’re using Superwave, permissions and team setup actually do make a difference—especially if you’re trying to stop your reps from stepping on each other’s toes, accidentally deleting deals, or seeing sensitive info they shouldn’t.
What you really need: - Clear boundaries: Who can view, edit, or delete what? - Easy onboarding: New reps shouldn’t need a week to figure out where stuff is. - Real accountability: If something goes wrong, you know who did what.
What you don’t need: - Overly complicated hierarchies - Endless notifications - “Gamified” dashboards you never look at
Let’s get into the nuts and bolts.
Step 1: Setting Up Your Team in Superwave
Before you even think about permissions, get your team structure sorted.
1.1 Decide Who Needs Access (and Who Doesn’t)
- Sales reps: Usually need access to their own deals, maybe team deals if you’re collaborative.
- Sales managers: Need visibility across the team and control over settings.
- Ops/admins: Might need full access for reporting or troubleshooting.
- External partners: Usually don’t need access—avoid this unless absolutely necessary.
Pro tip: Don’t invite the whole company “just in case.” More people = more confusion.
1.2 Create Your Team in Superwave
- Go to the Team Settings (usually found under your profile menu).
- Click “Create Team” or “Add Team” depending on your version.
- Name your team something obvious, like “Sales - North America” or just “Sales Team.”
What works: Clear, descriptive names.
What doesn’t: “Team 1,” “Main,” or using cryptic abbreviations. You’ll forget what they mean in a month.
1.3 Invite Team Members
- Invite by email. Double-check for typos—Superwave’s invites don’t always handle bounce-backs gracefully.
- Assign roles if prompted. If not, don’t stress; you’ll set permissions next.
Step 2: Understanding Roles and Permissions
Here’s where most teams get tripped up. Superwave uses a combination of roles and granular permissions. It’s not rocket science, but you want to get this right.
2.1 Default Roles in Superwave
These are the basics (your mileage may vary based on your plan):
- Admin: Full access—settings, billing, users, everything. Only give this to people you’d trust with your credit card.
- Manager: Can see and manage other users’ deals, but can’t change billing or team-wide settings.
- Member/User: Standard sales rep. Can see their own deals and maybe team-wide info, depending on your settings.
- Viewer: Read-only. Good for executives or auditors who just want to see reports.
Ignore: Creating a dozen custom roles unless you’re running an enterprise with strict compliance needs. Start simple.
2.2 Assigning Roles
- Go back to Team Settings > Members.
- Next to each user, assign their role from a dropdown.
- Save your changes.
What works: Being stingy with Admin access.
What doesn’t: Making everyone an Admin “just in case.”
2.3 Fine-Tuning Permissions
Superwave lets you tweak things like:
- Who can create or delete deals
- Who can assign deals to others
- Who can export data
Pro tip: Start with the defaults. Only tweak if you hit a real problem. Most teams over-customize and regret it later.
Step 3: Structuring Collaboration
Now that roles are sorted, you want your team to actually, you know, work together.
3.1 Channels, Groups, or “Spaces”
Superwave lets you create shared spaces for different projects, regions, or deal stages.
- Example structures:
- By territory (“East Coast Sales”)
- By type of client (“Enterprise Deals”)
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By function (“Sales Ops”)
-
Assign people to each space based on what they actually work on.
- Don’t overload everyone with access to every space. Less noise = better focus.
3.2 Sharing Files and Notes
- Use built-in file sharing for contracts, pitch decks, etc.
- Set access so only relevant team members can view or edit.
- Avoid uploading sensitive client data unless you’re sure about Superwave’s security (ask your IT if you’re not sure).
What works: Keeping shared files organized by naming conventions and dates.
What doesn’t: Dumping everything in a “General” folder.
3.3 Comments and @Mentions
- Use comments for clarifying deal details or asking for quick feedback.
- @Mention teammates when you need input but don’t overdo it—notifications get ignored if they’re always on.
Pro tip: If you find yourself using email or Slack for deal updates, your Superwave setup isn’t working hard enough. Tweak your notifications or team habits.
Step 4: Managing Access Over Time
Set it and forget it? Not quite. You’ll need to adjust permissions as your team changes.
4.1 Onboarding New Sales Reps
- Add to the right spaces, not just the main team.
- Assign roles up front. If in doubt, start with Member/User.
- Give a quick walkthrough or send them this guide.
4.2 Handling Departures
- Remove or deactivate users as soon as someone leaves. Don’t wait—they can still access data.
- Reassign their deals and files. Superwave sometimes leaves “orphaned” data with no owner.
What works: Regularly reviewing your team list every quarter.
What doesn’t: Letting accounts linger “just in case.”
4.3 Auditing Permissions
- Check Team Settings > Permissions every few months.
- Look for Admins who shouldn’t be Admins.
- Remove access from people who don’t need it.
Step 5: Common Pitfalls (and How to Avoid Them)
Even with a good setup, stuff can go wrong. Here’s what to watch out for:
- Too many Admins: Recipe for confusion and mistakes.
- Over-customizing roles: Easy to lose track of who can do what.
- Not updating team structure: Outdated teams cause confusion and data leaks.
- Ignoring alerts: Superwave sometimes flags unusual activity—don’t ignore these.
Pro tip: If you find yourself spending all day managing permissions, your setup is too complicated. Dial it back.
Step 6: When to Ask for Help (and When to Ignore the Hype)
Superwave’s help docs are decent, but don’t expect miracles from customer support if you run into edge cases. Your best bet:
- Start with their documentation for basic issues.
- Ask your IT/security team if you’re worried about sensitive data.
- For weird bugs or access issues, log out and back in (seriously, it fixes a lot).
Ignore: New “AI-powered” features that promise to automate collaboration. Most aren’t any smarter than a well-set-up permissions system.
Wrapping Up: Keep It Simple, Review Often
Setting up team collaboration and permissions in Superwave isn’t glamorous, but it pays off fast. Don’t overthink it—start with the basics, review your setup every few months, and don’t be afraid to clean house. The fewer surprises your team has, the more time you’ll have to actually sell.
If you hit a snag, keep it simple and iterate. Most problems aren’t solved with more features—they’re solved by paying attention and making small tweaks as your team grows. Good luck!