Setting up your team in Ex.Block is not just about organizing names and departments—it’s about making sure data security, user clarity, and operational efficiency are baked into your system from the start.
Here are the most important best practices to keep your team structure safe, scalable, and easy to manage.
1. Assign Access Levels Last #
Make sure employees are added after departments, workspaces, and roles are set up. This ensures:
- Accurate assignment
- Fewer edits
- Clean historical tracking
2. Keep Access Levels Simple and Scalable #
Don’t create dozens of custom roles unless absolutely necessary. Instead:
- Use templates like Viewer, Editor, Manager, Admin
- Limit category + workspace permissions as needed
- Group by function and data access scope
Example: “Sales – Read Only” vs. “Sales – Full Access”
Example: “Sales – Read Only” vs. “Sales – Full Access”
2. Keep Access Levels Simple and Scalable #
Don’t create dozens of custom roles unless absolutely necessary. Instead:
- Use templates like Viewer, Editor, Manager, Admin
- Limit category + workspace permissions as needed
- Group by function and data access scope
Example: “Sales – Read Only” vs. “Sales – Full Access”
3. Use Real Titles and Departments #
Avoid vague names like “Group A” or “Custom User 4.” Use your real org chart:
- Department: “Operations”, “Creative Design”, “Finance”
- Role: “Franchise Manager”, “Marketing Analyst”
This makes platform usage more intuitive for everyone.
4. Make Managers Accountable #
Assign Department Managers to every team. This allows:
- Localized control over team updates
- Better reporting structures
- Shared accountability over permissions and task flow
5. Review Access Quarterly #
Schedule regular audits:
- Deactivate unused employees
- Remove outdated access roles
- Confirm department and workspace assignments
Set a calendar reminder to revisit team structure every 3 months.
6. Onboard Slowly, Then Scale #
Start with a small pilot group:
- Add 3–5 core employees
- Test Block access, Ex.Brain replies, department views
- Expand once structure is confirmed to work
You’ve completed the Team Management section. Next: Explore Meetings or STK Setup