Step by step process for managing team collaboration and permissions in Mixmax

If you’re drowning in email or running sales, you’ve probably looked for ways to get your team on the same page—without the endless reply-alls or accidental template edits. Mixmax claims to help with this, but honestly, the built-in collaboration and permissions can be a little confusing at first. This guide walks you through getting your team set up, sharing what you want (and only what you want), and avoiding the stuff that causes headaches later. If you manage a sales or customer success team, or just want your group to stop stepping on each other's toes, read on.

Step 1: Know What Mixmax Teams (Actually) Do

First, some clarity: Mixmax (details here) is mainly built for email productivity—think tracking, templates, sequences, and Salesforce syncing. Their “Teams” features are about making these tools work for groups, not just lone wolves.

What’s good: - You can share templates, sequences, and contacts across your team. - You can control who can edit, send, or just view stuff. - Centralized billing—no more chasing down receipts from five people.

What’s not: - Some settings are global, some are per-user. It’s easy to miss a permission and end up with someone sending the wrong sequence. - Not every Mixmax feature is team-friendly. (E.g., certain integrations and advanced triggers are per-user only.)

Pro tip: If your “team” is just you and one other person, the Teams features might be overkill. But if you’re more than 3, it’s worth setting up right.

Step 2: Set Up Your Team in Mixmax

Before you start, you’ll need to be an admin. If you’re not, get whoever pays the Mixmax bill to follow along.

  1. Open Mixmax Admin Settings:

    • Click your profile photo in Mixmax (top right) and choose “Admin.”

  2. Create Your Team:

    • Go to “Team” in the sidebar.
    • Click “Create Team” (or “Add Team” depending on your version).
    • Name it something everyone will recognize—“Sales - East” not “Team 1.”

  3. Add Team Members:

    • Enter email addresses of everyone you want on the team.
    • Assign roles as you go: Admin, Member, or (if you trust them less) Viewer.
    • Honest take: Don’t make everyone an Admin unless you like surprise changes.

  4. Check User Status:

    • Users will get an invite email. They need to accept to join.
    • If someone’s stuck in “pending,” resend the invite or check if their spam filter ate it.

What to ignore: Don’t fuss with advanced permissions until everyone’s actually in. Start simple.

Step 3: Share Templates and Sequences (Without Losing Control)

This is where teams usually get tripped up. Mixmax lets you share templates (canned emails) and sequences (automated follow-ups), but if you’re not careful, people can edit or send things they shouldn’t.

To Share a Template:

  1. Go to Templates:
    • In Mixmax, click “Templates” on the left.
  2. Pick or Create a Template:
    • Click the three dots next to a template, then choose “Share.”
  3. Choose Team and Permissions:
    • Select the team you want to share with.
    • Set permissions:
      • Can Edit: Anyone can change (dangerous if you have a “loose cannon”).
      • Can Use: Team can send, but not edit (safer for most teams).
      • View Only: They can see it, but that’s it (rarely useful).

What works: For most teams, “Can Use” is the sweet spot. Reserve “Can Edit” for trusted folks.

To Share a Sequence:

  1. Go to Sequences:
    • Click “Sequences” in the left menu.
  2. Pick a Sequence:
    • Click the three dots, then choose “Share.”
  3. Set Permissions:
    • Same logic as templates. Keep editing rights tight.

Heads up: If you have Salesforce or another CRM integrated, make sure your sharing rules match what’s in the CRM—otherwise you’ll get duplicate sends or bad tracking.

Step 4: Set Up Folder and Content Organization

As your team grows, templates and sequences pile up fast. Mixmax has folders, but it won’t organize things for you.

  1. Make Folders for Teams or Functions:
    • E.g., “Outbound Sales,” “Customer Success,” “Onboarding.”
  2. Move Shared Content Into Folders:
    • Drag and drop, or use the “Move” option.
  3. Document Naming Conventions:
    • Decide as a team: “Prospect Followup – v1” or “Renewal Sequence – 2024.”
    • Use dates or owner initials if things tend to get messy.

Pro tip: A little upfront folder planning saves hours later. Don’t let everything live in “My Templates.”

What to ignore: Don’t bother color-coding folders—Mixmax doesn’t show colors in most views.

Step 5: Fine-Tune Permissions (When You Need To)

After onboarding and basic sharing, you’ll probably need to tweak who can do what.

Adjust Team Member Roles

  • Go back to the Team page.
  • Click on a user to change their role:
    • Admin: Full control. Can add/remove people, change billing.
    • Member: Standard user. Can use team-shared content.
    • Viewer: Can only see, not send or edit.

Don’t: Give admin rights to everyone just to “make things easier.” It always backfires.

Set Permissions on Individual Content

  • For sensitive templates/sequences, restrict editing to yourself or trusted users.
  • If you need to temporarily give edit access (“Can Edit”), remember to switch it back after.

Audit Regularly

  • Every quarter (or whenever people leave/join), check who still has access.
  • Remove old members—Mixmax doesn’t always do this for you.

Pro tip: If something gets messed up, Mixmax keeps a change log for templates and sequences. You can usually roll back, but don’t rely on this as your only safety net.

Step 6: Use Team Reporting and Analytics (But Don’t Obsess)

Mixmax has reporting tools to see who’s using what, open rates, sequence performance, etc.

  • Check the “Analytics” tab for your team to spot who’s sending the most, and which templates actually get replies.
  • Use this for coaching—not for micromanaging every click.

What’s not worth it: Don’t obsess over tiny differences in open rates. Focus on trends, not noise.

Step 7: Handle Offboarding and Clean-Up

People leave. Accounts get hacked. Or someone just stops using Mixmax. Here’s what to do:

  1. Remove User from Team:
    • In the Admin/Team page, remove the user.
  2. Transfer Ownership of Content:
    • For critical templates or sequences, assign to another active user.
  3. Audit Shared Links and Integrations:
    • Remove any shared content or integrations tied to the person leaving.
  4. Reset Permissions:
    • Double-check that nothing sensitive is still “Can Edit” for the departed user.

Pro tip: Do this as soon as someone leaves. Waiting risks accidental (or intentional) misuse.

What to Ignore (or Just Keep Simple)

  • Don’t over-engineer: If you need approval flows or super-granular permissions, Mixmax probably isn’t the right tool. It’s best for small to mid-sized teams.
  • Skip unused features: Not every bell and whistle is worth your time. Focus on templates, sequences, and basic reporting.
  • Don’t chase perfection: You’ll tweak your setup as your team grows. Default to “good enough” and revisit later.

Wrap-Up: Keep It Simple, Iterate Often

Managing collaboration and permissions in Mixmax isn’t rocket science, but it can get messy fast if you don’t set some ground rules. Start small, share only what you need, and check in every so often to adjust. The less time you spend fiddling with permissions, the more time you have for work that actually matters. And if something’s not working? Change it. No need to make it more complicated than it has to be.