How to Manage User Roles and Permissions in Slack on Mac

Edited 5 days ago by ExtremeHow Editorial Team

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Slack is a widely used collaboration tool that enables teams to communicate and collaborate efficiently. One of the important features of Slack is its ability to control user roles and permissions. Properly managing these roles and permissions ensures that team members only have access to the information they need to perform their tasks while sensitive information is protected. In this comprehensive guide, we will learn how to manage user roles and permissions in Slack on Mac, providing detailed explanations and examples to make the process easier.

Understanding Slack roles and permissions

Before you start managing roles and permissions, it is essential to understand the different roles available in Slack and the permissions included in each role. Slack roles are different from each other, designed to meet the hierarchical and functional needs of organizations. Here are the primary roles:

• Workspace primary owner: This is the highest role and usually belongs to the person who created the workspace. The primary owner has full control over the workspace and can change any settings, including transferring ownership to someone else.
• Workspace owners: Workspace owners have almost all the powers of the primary owner, but they cannot transfer primary ownership. They can manage workspace settings, billing, and permissions.
• Workspace Admins: These individuals assist owners by managing members and their access. They are responsible for controlling channels and other functionalities.
• Members: Members are regular users who can communicate with team members but have limited access to settings and controls that keep the workspace structured and organized.
• Guest: Guest roles are temporary and typically involve individuals outside the organization who need limited access to specific channels or information.

Managing roles and permissions

Managing user roles and permissions is integral to maintaining an efficient and secure Slack workspace. Here's how you can adjust roles and permissions on your Mac:

Changing user roles

To change user roles, you must be the primary owner of a Workspace, a Workspace owner, or a Workspace administrator. Here's a step-by-step guide:

1. Open Slack on your Mac: Start by launching the Slack app from your Applications folder or Dock.
2. Access workspace settings: Click the workspace name in the upper left corner and select “Manage members,” followed by “Settings and administration.”
3. Find a member: Browse or search for the member whose role you want to change.
4. Adjust the role: Once you find the member, click the three dots next to their name. This will show a dropdown menu where you can select “Change account type.”
5. Choose the role you want: Select the new role from the list of available options. If you want to promote a user to owner or administrator, confirm your selection.
6. Confirm changes: Once the roles are assigned, notify the member if necessary, so they are alerted to the new changes and responsibilities.

Setting channel-specific permissions

Beyond scope-wide roles, you may want to control permissions at the channel level to maintain streamlined communications. Here's how to manage it:

1. Navigate to the channel: Open the Slack workspace, then select the specific channel from the sidebar where you want to update permissions.
2. Open channel details: Click the channel name at the top of the screen to view its details.
3. Adjust channel permissions: In the channel details, look for "Settings" or "Permissions." Here, you can manage who can post, who can invite members, and whether the channel should be public or private.
4. Configure as needed: Specify any particular members or guests who should have modified access privileges, such as post-only permission or view-only status.
5. Save your changes: Once everything is properly configured, save the changes. Consider posting a message in the channel to inform members of the updated permissions.

Limiting app and integration permissions

Another aspect of user management is controlling the apps and integrations that have access to your Slack workspace. Proper management here helps prevent unauthorized access and protect user data:

1. Access app management: From the workspace menu, select "Settings and administration," then go to the "Manage apps" section.
2. Review currently installed apps: View the list of currently installed apps and integrations and see what should be removed or investigated further.
3. Configure permission settings: Select an app and check its settings to adjust the scope of its permissions, such as which channels it can access or modify.
4. Approve or restrict access: Decide whether to grant continued access to the app or restrict its activities based on current needs.
5. Keep apps updated: Regularly check for any app updates or possible security patches to ensure a secure environment.

Practical example

Consider a scenario where you are managing a Slack workspace for a medium-sized software development company. This company uses different channels for different projects: #project_alpha, #project_beta, and #project_charlie. Additionally, they hire some external consultants who only need access to #project_alpha.

Here's how you can manage roles and permissions for this scenario:

• Identify roles: Assign workspace owner roles to CTOs and project managers, while workspace administrators can include IT personnel who assist with day-to-day tasks.
• Set channel permissions: For #project_alpha, allow team members and advisors to post messages, while restricting important setting changes to owners and admins.
• Adjust member roles as needed: If a team member moves from Project Alpha to Project Beta, simply access their account and modify their roles and channel permissions.
• Ensure the security of integrations: Monitor third-party tools integrated into Slack and check for security compliance, for example, constantly check the CRM integration software used by your sales department.

The importance of regular review and update

Roles and permissions are not set once and forgotten. They require regular review and updates, especially as teams grow, responsibilities change, or compliance requirements change. Consider a schedule for reviewing roles and adjusting permissions to meet current business needs and ensure an optimal, secure, and productive Slack environment.

Conclusion

Managing user roles and permissions in Slack is essential to maintaining an organized, secure, and collaborative workspace. By understanding the available roles, ensuring effective settings at both the workspace and channel level, and controlling access to third-party apps, you can create an efficient work environment tailored to your organization's specific needs. Following these guidelines will enable you to maximize productivity while maintaining strict control over access and security in your Slack workspace.

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