Basecamp: The Permissions

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

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

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

Basecamp: The Permissions

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