Moving your product management activities to a new tool doesn’t have to disrupt your team–with it’s a simple process that allows everyone to get back to their tasks quickly and seamlessly. In this article, we’ll share some tips on how to ensure the transition is as smooth as possible.

Here are the four steps to follow when setting up new team members in

1. Decide which team members join and set their roles allows you to assign team members to specific roles. As an Account Owner, Admin, or Team Leader, you can assign new team members with one of the following roles:

  • Account Owner: The top-level user and the owner of a Workspace (note that this is fixed and cannot be changed).

  • Admin: The top-level permission after the account owner; the Workspace administrator.

  • Team Leader: The leader of a specific team.

  • Editor: A team member who can edit and collaborate.

  • Contributor: A team member who can view the workspace and provide comments.

Here’s a handy overview of the benefits of inviting certain members to and the recommended role for each user.

Team member

Benefits of inviting to Role Recommendation

Development lead

E.g., engineering manager, Scrum master, or IT project manager.

1/ Can be assigned work directly for planning and prioritization collaboration.

2/ Can act as the central pivot person for all development planning activities (e.g., assign all items to this person ahead of Sprint planning and they can then delegate the work based on the planning breakdowns)


Set up each team’s development lead as an editor within so they can contribute to your prioritization and planning in an efficient way.

Developers and QA

Able to see the full Product context when planning their work (e.g., see linked customer feedback behind a specific feature requirement)

If connected to a development tool then we recommend to first get the rest of the team up and running on and only add developers once the new way of working has developed.

Development tool administrator

Can authenticate and set up the development tool integration.


In organizations where the development tools access is limited to specific individuals, we recommend setting up the administrator of these tools as an admin or owner within

User Experience (UX) and design leads

1/ Can have a dedicated team and workflow to help manage design pipelines. As a PM, you can assign work directly to these team members and track progress.

2/ Can contribute to the Product prioritization and planning processes without needing to enter development tools like Jira or Azure.

3/ Enjoy specific features for UX like Page Design to help you annotate images directly within


Legal and Privacy managers

1/ Can be set up as a dedicated team within and be given a custom workflow. As a PM, you can assign work directly to these teams and track their progress.

2/ Avoid asking your legal and privacy teammates to review items in developer tools where it can be difficult to understand the current status and how to collaborate if you’re not an expert in the tool. Craft’s user experience is simple, it’s easy to track and update status and we’ve focused on enabling simple collaboration with teammates.

Contributor or Editor

Product leadership

1/ Can lead strategic prioritization and planning using

2/ Can contribute to strategic roadmap timelines, objectives, and key results.


Sales and Customer Success teams

1/ Have a dedicated Feedback portal to submit new feature requests from customers.

2/ Can see roadmap status, contribute to specific prioritization decisions, and can comment on items.


Note: Permissions for Feedback Portal and Workspaces are maintained separately. If you’re using the Feedback Portal then, we’d recommend that your sales and success teams are set up on both the Portal and Workspaces with “Contributor” roles.

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