Documentation category
Access Control
A Trimlink Organization allows you to invite your team and collaborate securely. The Members & Groups feature is your central access control system. It lets you add users, assign roles, and build teams without sharing a single login or risking your private data.
Whether you are an agency inviting external clients, a small business adding contractors, or a large company managing hundreds of employees, Trimlink keeps your data secure and your team highly organized.
Why Use Members & Groups?
As your business grows, sharing a single login is dangerous and inefficient. The Access Control system gives you complete power over who can see and change your data.
By using Members and Groups, you can:
- Stop Password Sharing: Give every employee or client their own secure, trackable login.
- Control Permissions: Follow the "Rule of Least Privilege." Give people exactly the tools they need to do their jobs—and nothing more.
- Save Time with Groups: Instead of setting permissions for 50 different employees one by one, set the rules once for a Group and instantly apply them to the whole team.
- Enforce Security Rules: Force powerful users to use Two-Factor Authentication (2FA) to keep hackers out of your account.
- Protect Company Assets: Ensure that when an employee leaves, you can safely delete their login without losing any of the short links or landing pages they built.
Common Use Cases
Organizing Marketing Teams
Create a "Marketing Team" group so everyone can build links and view analytics. You can set the group rules so that only managers have the power to permanently delete campaigns.
- Examples: Content Creators, Campaign Managers, Social Media Team.
Inviting External Clients
Invite a client to your Organization as a standard Member. You can lock their permissions to "View Only" and assign them strictly to their own Workspace. This guarantees they never see another client's data.
- Examples: Agency Clients, Freelance Contractors, Guest Auditors.
Managing Corporate Departments
Keep internal teams from stepping on each other's toes. Separate the HR team from the Sales team by putting them in different groups with entirely different rule sets.
- Examples: Sales Department, Customer Support, IT Staff.
The Access Control Lifecycle
Members and Groups are designed to make team management easy, secure, and fast:
1. Inviting & Role Assignment
- Invite: Add a new user via their email address and set up a secure starting password.
- Choose a Role: Decide if they are a Super Admin (unrestricted global access) or a standard Member (restricted access).
- Assign Workspaces: Pick exactly which project folders a standard Member is allowed to see.
2. Grouping & Permissions
- Create Teams: Build Groups for different departments. (Note: Groups are designed specifically to control standard Members, as Super Admins cannot be restricted).
- Set the Rules: Turn specific tools on or off for the entire group (e.g., turn off access to Custom Domains).
- Bulk Assign: Quickly add multiple team members into the group so they instantly inherit those rules.
3. Auditing & Security
- Monitor Status: Use your dashboard to see who is active, who is inactive, and who is securely using 2FA.
- Suspend & Delete: If someone goes on leave, you can temporarily suspend their account. If they leave the company, you can permanently delete their login while keeping all their created links perfectly safe.
By correctly using Members and Groups, you build a professional, secure environment that allows your team to collaborate freely without putting your critical business data at risk.
Need Help? If you have questions about setting up team permissions, recovering locked accounts, or structuring your groups, please visit our support page or reach out to our team at [email protected].