Invite your Collaborators

Bring teammates into Stackby with the right access, context, and guardrails so they can contribute confidently from day one.

A great invite does more than share access—it sets each person up to act on the right data with the right permissions. Use the steps below to add collaborators, protect your base, and clarify ownership.

Invite your collaborators to your database (stack) or workspace

Decide the scope of access before sending invites:

• Stack-level invite: Access to a single database only (recommended for most collaborators).

• Workspace-level invite: Access to every database in the workspace (use sparingly; for admins or cross-base roles).

How to invite:

• Click Share in your base or workspace.

• Add collaborators by email or generate an invite link.

• Assign the least-privilege role they need to do their job.

Understand the right permission levels for your collaborators

• Creator: Full control of data model and settings (tables, fields, automations). Reserve for admins/builders.

• Editor: Add and edit records and views; cannot change base structure. Ideal for day-to-day contributors.

• Commenter: View all data, add comments, and create personal views. Good for reviewers and approvers.

• Read-only: View data only. Best for stakeholders who just need visibility.

Tips:

• Use stack-level invites for external agencies/clients when possible.

• Maintain an access roster noting who has Creator vs Editor vs Viewer roles.

• Review permissions quarterly to remove inactive accounts and adjust scope.

Set up guardrails to protect your data

Not everyone needs to edit everything. Add guardrails to keep your workflow stable and reporting reliable.

1. Locked views

Lock critical views so their filters, sorts, groups, and hidden fields cannot be changed accidentally.

• Use for: Reporting, automation inputs, integration sources, leadership dashboards.

• Outcome: Team can still edit records (based on their role), but the view’s configuration stays intact.

2. Column edit permissions

Restrict who can edit specific, sensitive fields.

• Use for: Status, Budget, Client name, Priority, SLA, or any field with compliance impact.

• Pattern: “Only project owners can change Status” or “Only finance can edit Budget.”

3. Table edit permissions

Control who can create or delete records in a table.

• Use for: Intake tables (anyone can add; only admins can delete), audit-sensitive tables (limited create/delete).

• Outcome: Prevents bulk mistakes while keeping work moving.

Tips:

• Pair guardrails with a Stack Guide explaining “who edits what” and when.

• Add simple automations to notify an owner when a restricted field needs changing.

4. Add view level editor sharing

Control who can edit records on a particular view in your table.

• Use for: Providing only part data access to your team to edit records

• Outcome: Prevents bulk mistakes while keeping work moving, keeps the data secure and add team members on need to know basis.

Tips:

• Give team members different permissions in a view (editor, commenter or read-only)

• Add or delete them from different views as per need to know basis.

Empower your teammates with personal views

Personal views give each collaborator a focused workspace without altering shared configurations.

• Encourage a “My work” personal view: filter Owner = Me, sort by Due date, group by Status.

• Keep collaborative views clean for shared use; lock them once finalized.

• Use personal views to help new users adopt the workflow without overwhelming them.

Suggested view set:

• Collaborative: “PM: This week”, “Design: In progress”, “Leadership: Rollup”

• Personal: “My work”, “Today”, “Needs review (mine)”
  
  

Assign ownership with a collaborator field

Use a Collaborator field to assign and track ownership directly in records.

• Single owner or multiple assignees (for pair work or handoffs).

• Optional notifications on assignment to alert teammates immediately.

• Combine with role-based views (Owner = Me) and automations (e.g., on assignment → notify in email/Slack).

Patterns:

• Tasks: Owner (Collaborator), Reviewer (Collaborator)

• Requests: Requester (Collaborator), Assignee (Collaborator)

• Accounts: Account owner (Collaborator), Success manager (Collaborator)

Quick start checklist:

• Invite collaborators at base level with least-privilege roles.

• Lock reporting and automation views.

• Set field/table edit permissions for sensitive data.

• Create and share role-based collaborative views; encourage personal “My work.”

• Add Collaborator fields for ownership; enable notifications on assignment.