If you’re trying to get your team working together in Copy without stepping on each other’s toes, this guide’s for you. Maybe you’ve just started using Copy, or maybe chaos has already broken out because everyone’s got too much power (or not enough). Either way, getting roles and permissions right saves headaches and keeps your work moving.
Let’s break down how to actually set up user roles and permissions in Copy, what’s worth worrying about, and what you can skip.
Why Roles and Permissions Matter (and When to Ignore the Fancy Stuff)
Before you start making a bunch of roles, know this: most teams only need a few. Too many roles just create confusion. The real goal is to let people do what they need—nothing more, nothing less.
When should you care? - You want to avoid accidental overwrites or deletions. - Some documents are sensitive; not everyone should see or edit them. - You need to track who did what (hint: permissions help with accountability).
When can you skip the fancy stuff? - Your team is tiny (think: two or three people, all trusted). - Everything you work on is public or non-sensitive. - You’re just testing things out.
If any of that’s true, don’t overthink it. But if your team is growing, or you’ve got clients, contractors, or new hires poking around, it’s time to get serious.
The Main Roles in Copy (What They Actually Mean)
Copy keeps it pretty straightforward, but the names might sound fancier than they are. Here’s what you’ll see:
- Owner: The person who created the workspace or project. Has ultimate control—think “delete everything” power.
- Admin: Can manage users, settings, and permissions. Almost as powerful as Owner, but can’t boot the Owner out.
- Editor: Can create, edit, and delete content. No access to admin settings.
- Commenter/Reviewer: Can comment on documents, but not change them.
- Viewer: Read-only access. Can’t accidentally mess anything up.
Pro tip: Don’t make everyone an Admin “just in case.” That’s how things get broken.
Step-by-Step: Setting Up Roles and Permissions in Copy
Let’s get your team set up without confusion. Here’s how to do it.
1. Decide Who Actually Needs What (Don’t Guess)
Before you click anything, write down (really) what your team actually does in Copy. Who needs to create documents? Who just needs to review? Don’t assign permissions based on job titles—think about what people actually need to do.
- List your team members and what they need.
- Group them by task: creators, editors, reviewers, viewers.
- For contractors or clients, default to the lowest needed access.
This five-minute planning step saves you hours of cleaning up later.
2. Add Users to Your Workspace
- Go to your main workspace or project in Copy.
- Look for the “Invite” or “Team” section—usually in the sidebar or under settings.
- Enter email addresses for each person. Double-check them; typos here are classic.
- Choose the default role for new users. Don’t worry, you can change this later.
Honest take: If you’re not sure about someone, start them as a Viewer. It’s easier to add permissions than to fix a mess.
3. Assign Roles (and Don’t Be Shy About Saying “No”)
- After users accept their invites, go to your team management screen.
- Next to each name, you’ll see a dropdown or “Role” button.
- Assign the correct role (Owner/Admin/Editor/Commenter/Viewer).
What works:
- Give Editor access only to people you trust with content.
- Use Commenter for folks who need to weigh in but shouldn’t change anything.
- Viewer is perfect for “need to know” people.
What doesn’t:
- Giving everyone Admin “because it’s easier.”
- Forgetting to remove people who leave the team.
Ignore:
- Overly granular permissions unless you’re in a regulated industry. Most teams don’t need “Can edit headlines but not body text.”
4. Adjust Permissions at the Document or Folder Level (When You Need To)
Sometimes someone needs more (or less) access to a specific document or folder.
- Find the document or folder.
- Click the “Share” or “Permissions” button (usually looks like a lock or people icon).
- Add the person or group.
- Choose their permission: Editor, Commenter, or Viewer.
Real talk:
- Don’t try to manage every single doc’s permissions unless you like busywork.
- Use folders to group docs and set permissions once at the folder level.
5. Review and Audit Regularly (But Don’t Make It a Chore)
Set a calendar reminder to check your roles and permissions every couple of months—especially if your team changes a lot.
- Remove folks who don’t need access anymore.
- Double-check sensitive docs for “accidental” Editors.
- Ask team leads if anyone’s role should change.
Pro tip:
- Most screw-ups happen because someone left and still had access. Clean house once in a while.
Common Pitfalls (And How to Dodge Them)
Even with the best intentions, people mess this up. Here’s what to watch out for:
- Too many Admins: Recipe for chaos.
- Forgotten permissions: People leave or change roles, but their access stays.
- Overcomplicated setups: If you need a spreadsheet to track roles, you’ve gone too far.
- Assuming built-in roles fit your workflow: If you’re always fighting the system, consider a quick team training or switching tools.
Pro Tips for Smooth Collaboration
- Use groups or teams: If Copy lets you, create groups like “Designers” or “Clients.” Assign permissions to the group—way easier to manage as folks come and go.
- Document your setup: A simple Google Doc or Notion page listing who has what role helps everyone understand how things work.
- Communicate changes: When you tweak permissions, let affected people know. Saves a lot of “why can’t I edit this?” messages.
- Set expectations: Make it clear what people should (and shouldn’t) do with their access. Most problems come from confusion, not malice.
What to Ignore (Unless You Really Need It)
- Custom roles: Unless your team is huge or in healthcare/banking, built-in roles are fine.
- Audit logs: Don’t obsess over every change unless you’re dealing with legal requirements.
- Integrations: Connecting permissions across tools sounds nice, but it’s rarely worth the hassle for small teams.
Keep It Simple, Iterate as You Grow
Setting up user roles and permissions in Copy doesn’t have to be complicated. Start with the basics, keep things as tight as you can, and only add complexity when you absolutely need it. Review your setup now and then, and don’t be afraid to lock things down if you spot issues. Teams change, so your permissions should too.
Keep it simple, don’t overthink it, and focus on making collaboration easy—not on building the world’s most intricate permission system. If something’s not working, tweak it and move on. That’s how real teams get things done.