In this episode, I walk through Basecamp permissions and how simple they are when adding team members and outside collaborators and clients.
This video is 3 of 5, you can watch the others by clicking here
so in today's episode I'm going to go
through the permissions of Basecamp and
there's actually only three levels which
is so simple if it's insane
there's the admin level or the account
holder the CEO the business owner
there's everybody else within your
organization and then there's a third
layer which is to collaborate with your
clients or external collaborators and so
on so let's just get straight into it
because I don't want this to be another
long video because they was watching my
older videos and they just seemed a bit
too long so let's get straight into it
now this is again Lucy's account Lucy is
somebody who works for me as it was my
demo account and what we're going to do
is basically I'm going to show you what
these three areas are so the
headquarters here is where everybody
within the organization has access to so
it's kind of like a an area where you
have resources for the company
announcements company chats and things
like that
the next area teams
well actually teams and projects you
when you don't have access to them as
somebody who is part of the organization
you only have access to teams certain
teams and projects when you are given
access to when you are invited to
asteroids when you're invited to the
project or the team that's when you have
access to everything within that team or
project but the admin or the account
holder being that the admin basically
has access to everything all projects
and all teams and so on it's just
everybody else within the organization
only have access to teams and projects
that they've been invited to so what
we're going to do is show you the third
layer which is collaboration with
somebody outside the organization so
Lucy is I mean I I'm a coach and trainer
and this is how I
do my coaching basically so I usually
create a new project from a template
that I've got that I've created called
coaching then I will put the clients
name is usually I just work with first
names because I think that's just much
nicer whoops sorry
pushed the wrong button there start
again
got your next Tim so then it's created
the project for me now when I go into
the project this is basically how I've
set up the my coaching project so I'll
go through very very quickly message
board is basically when people when my
coaching clients actually has a question
for me and we do it that way
project is the tasks that we do and as
you can see there's a welcome page and
there are certain tasks that I want my
clients to do before we start basically
because they need to download Basecamp
etc I set up a coaching call chat is
basically a quick chat rather than them
sending me an SMS or what's up which I
don't use I encourage them to use the
chat feature documents self-explanatory
I give access to all documents so
everything to do with the the contract
of the invoice or anything resources
anything like that's a document we
basically place it in their schedules
are just literally that when we schedule
a call I want to make sure that they're
all in one place and people can actually
see what's going on and progress is the
questions that I ask on a regular basis
so I can still interact with the client
and give them you know so they can give
me feedback and I can give them feedback
so let's go and actually invite Tim so
this again this is very simple in fact
before we invite Tim let me invite
another someone else within the
organisation so I can show you the
differences between the two so I'm gonna
invite me
into it and send now so now I am now I
oops excuse me here so I now have access
because I'm the admin I was given access
by Lucy so I'm in there now let's go and
invite the client so let's get Tim in
here
oops sorry at Tim and Tim at Matt
junkie.com
again this is a fictional person
obviously send now now when we go to
Tim's account so he's got an email he's
logged he created an account I'm not
going to go through all of that he's
created an account and he comes into
this now when we give access to Tim when
he logs in and I just refreshed her when
he logs in he will see access to the
account and what he can see now notice
there is what's missing actually let's
go back to town or project they don't
know what's missing
oh of course the chat is missing the
chat is missing okay so this is
basically everything that he sees but
we're not done yet
because within each area that's why the
chat is missing we can give specific
access to specific things within that
within that project so if I click into
chat you notice chat is actually only
available to the team - - within the
organisation well we can change that and
say actually I want the chat to be
available for the client or see this
base camp or this project is between me
Lucy and the client so I want the client
to be able to contact me via the chat so
if I save that and then go back to Tim's
account you'll notice the chat is there
and then we can communicate here
hey there kay let's say Lucy because
I'll see that's her project and
in Lucy's accounts she will see hey then
then obviously we can you know hey back
ok very boring but that's basically how
it works
payback so that's that part of it and
you can see a kind of a small timeline
of what's actually going on within these
windows effectively same with the
documents now admin is something to do
with me so I don't want my clients to
see what's in the admin because there's
certain information that I want to keep
private to me
so this admin area I'm not going to give
access to the client basically although
see there's nothing there they have no
access to anything that I've created
here but if I click on resources and say
I want some I want the client to have
access to the resources folder save now
when we go back to Tim's account and
refresh you'll notice they have access
to this folder and this folder only and
they can basically upload items into
that folder and the same with messages
so if I go to the message board and I
will say hey Lucy like this should call
it follow-up follow-up hey Lucy hates
our Atlas okay because this is Lucy's
account did you manage to contact the
client now if you notice about I don't
know working with you okay I don't know
so now this is another important thing
so now this area
this message board is actually for for
the organization but it's not set the
it's not set to sorry the client isn't
set to see anything unless you actually
give them access to see that specific
post so obviously if I just post this
now the only person that will see it is
me is actually just me because it's not
set up for the client so if I go through
the client and refresh there's nothing
there at all for the client in fact this
when you click on it it's actually
asking to post something so you can be
really granular with the messages that
you want to for the client to see so if
there are if you're collaborating on a
project with the client there's
information that you don't actually want
the client to see because it's all
internal
but then that information can stay
within that project again context is
that is a huge thing with any project so
making sure everything is in that one
project one space enables you to talk
with your team members about that
project away from the client but then
give access to the client when you need
specific things that the client needs to
see okay and that's how that's basically
what I'm showing you now and that
basically works with all the other
features if you notice here there's
nothing in the project section but
obviously what we need to do is go into
these tasks and assign them to Tim oops
this whole list needs to be seen by Tim
and then I can add Tim save and so on
and so forth so now when I go back to
here in the project he
the client will see all the tasks in
that project noticed tasks and
everything within but in the actual
project you notice there's an admin list
as well but that again is more to do
with internal communication and internal
admin tasks to do with the project
internally of scene you don't want the
client to see all of that but again it's
all in one place so these permissions
the way that they're set up is so simple
in the in the way that big yellow banner
saying the client can see this so it
makes it so simple so you don't have to
worry about IT departments who can see
this and groups and so on and so forth
because basically everything is set
within that project and again all the
other features are the same let's just
create another message so I can show you
what I mean here so I just call it
around welcome hey Tim welcome to this
project now I want the client to see
this let's do that and I will here again
let's go down here the whole point of
notifications again is only you should
only notify the people that need to be
notified so this message is actually for
Tim Kay or your other team members
probably don't need to say see this
welcome message this specific message so
you can actually set who can be notified
now I don't want my other team member to
be notified bear in mind I'm Lucy right
now so I don't want B I don't want K to
be notified I only want Tim to be
notified so I save that so when I post
this message and the client can see it
if I go to Tim's account and I reload
there is that message now we know that
we created two messages one for an
internal communication and one for
external communication on the message
board and Tim only sees
what he needs to see because that's what
we set up here so this message can be
seen by the client and this message
cannot simply seen by the client so
Basecamp has actually made it really
really simple with these permissions and
how they're actually set up to know
exactly who sees what how they see it in
which project that they see it in so
it's actually very simple to set up you
don't need IT departments necessarily to
help you with all this you need people
to probably train you with it but you
don't need an IT department to help you
with permission it's because they're all
baked into base camp itself anyway
that's the episode today with
permissions it's very rare it's very
simple you don't have to overthink these
things with with the permissions again
there's only three levels the admin leão
ie the person who owns the business the
CEO and stuff everybody else within the
organization and then the client and
collaborators outside the organization
and with the teams and the projects
anyone within the organisation don't
have access to them unless they've been
invited and the client only sees the
items within a project that you set that
they can actually see that see that item
basically see that message or whatever
anyway hopefully that's clarified
certain things within the permissions if
you have any questions please leave them
below or send me a message through my
website again I'll have another Basecamp
video for you tomorrow till then have a
great day and I'll see you there
ciao buh-bye