Setting Up and Managing Your Agency Team

SEO Link Map supports full agency team collaboration, allowing you to bring your entire organization into a unified workspace. This guide will walk you through setting up and managing your agency team effectively.

Initial Agency Setup

Before adding team members, ensure you've configured your basic agency settings and have at least one project created in your workspace.

After that, you are ready to configure your agency within the system and get your team to work!

User Roles and Permissions

LinkMap provides flexible role-based access control with customizable permissions:

1. Owner (Immutable)
   • Complete system access
   • User creation and management
   • Permission system control
   • All operational and billing features
2. Billing
   • Financial feature access
   • Billing and subscription management
3. Manager
   • Full operational access
   • Project management features
   • Team coordination tools
   • Analytics and reporting
4. User
   • Complete operational access
   • Feature and tool utilization
   • Analytics and reporting
5. Read Only
   • System-wide viewing access
   • Analytics and report reading
   • No operational capabilities
   • No management functions
   • No purchase ability

As an owner role, you can delegate billing features and user management and permissions as 3 powerful features to your managers.

Adding Team Members

1. Navigate to Manage Users (requires "Manage user accounts and roles" permissions to access)
2. Click "Add User"
3. Enter their name and email address
4. Select appropriate role
5. Send invitation

Team members will receive an email invitation to join your agency workspace. The system will generate a temporary password for them in the initial email, and they will be required to change their password when they first log in.

Team Collaboration Features

Your team can collaborate effectively using:

• Project-specific chat rooms
• Private custom chat rooms
• Calendar and task management
• Shared project views
• Real-time notifications

See our Project Communication Tools guide for detailed information about team collaboration features.

Best Practices for Agency Management

1. Role Assignment
   • Start with minimal, default permissions
   • Adjust based on Role needs (your settings override the system defaults)
   • Further adjust based on team member needs (granular user settings override Role settings)
   • Regularly review access levels
2. Project Organization
   • Create clear project naming conventions
   • Maintain consistent documentation
3. Team Communication
   • Establish communication guidelines
   • Use project-specific chat rooms for 'Community Project Notes'
   • Schedule regular team check-ins
4. Performance Tracking
   • Review project progress regularly
   • Track optimization results

Managing Multiple Clients

When working with multiple clients:

1. Create separate projects for each client
2. Use the project management tools to organize work
3. Set up appropriate access levels for team members
4. Utilize project sharing for client access to their data.

Advanced Team Features

Custom Permissions

Fine-tune access controls by:

• Customizing role permissions
• Setting project-level access
• Setting user-level access
• Creating custom roles for specific needs

Learn more about tracking project performance in our Analytics and Reporting guide.

Troubleshooting

Common issues and solutions:

1. User Access Problems
   • Verify user email address
   • Check role permissions
   • Ensure project access is granted
2. Missing Features
   • Confirm user has necessary permissions
   • Confirm role has necessary permissions
   • Check that your subscription level includes feature

Next Steps

After setting up your team:

1. Review our Project Communication Tools guide
2. Set up your Calendar and Task Management
3. Learn about Analytics and Reporting

Need help? Contact our support team for assistance with agency setup and management.