Add User Access to Lucky Orange | OpsBlu Docs

Add User Access to Lucky Orange

Add new users and grant access in Lucky Orange — role assignment, permission levels, and onboarding steps.

Adding Team Members to Lucky Orange

Adding team members to Lucky Orange is a straightforward process that allows you to collaborate with colleagues, share analytics insights, and distribute responsibilities across your organization. This guide covers everything you need to know about inviting and onboarding new users.

Prerequisites

Before adding team members, ensure you have:

  • Owner or Admin role privileges in your Lucky Orange account
  • The email addresses of team members you want to invite
  • A clear understanding of what role each team member should have
  • Available team member seats in your current plan (check your subscription details)

Step-by-Step Instructions

Step 1: Access Team Management Settings

  1. Log in to your Lucky Orange account at app.luckyorange.com
  2. Click on the gear icon or "Settings" in the top-right corner of the dashboard
  3. In the settings sidebar, locate and click on "Team Management" or "Team"
  4. You'll see the team management dashboard showing all current members

The team management page displays:

  • Current team members with their roles and email addresses
  • Pending invitations that haven't been accepted yet
  • An "Add Team Member" or "Invite Member" button
  • Quick actions for managing existing users

Step 2: Initiate the Invitation Process

  1. Click the "Add Team Member" or "Invite Member" button (usually located in the top-right corner)
  2. A modal window or form will appear with invitation fields
  3. The interface will show input fields for email and role selection

Step 3: Enter Team Member Information

In the invitation form, you'll need to provide:

Email Address

  • Enter the work email address of the team member you want to invite
  • Double-check for typos to ensure the invitation reaches the correct person
  • Use professional email addresses (avoid personal emails like Gmail for business accounts)
  • Some organizations may require company domain emails for security compliance

Role Selection Choose the appropriate role from the dropdown menu:

  • Owner: Reserved for the account creator; cannot be assigned through invitation
  • Admin: Select for team leads or managers who need full access and configuration rights
  • User: Select for team members who only need to view analytics and recordings

Step 4: Configure Website Access (If Applicable)

If your account manages multiple websites:

  1. Select which website(s) the new team member should access
  2. You can grant access to all websites or specific ones
  3. Different websites can have different role assignments for the same user
  4. Use selective access for agency clients or contractors working on specific projects

Step 5: Send the Invitation

  1. Review all entered information for accuracy
  2. Click "Send Invitation" or "Invite" button
  3. Lucky Orange will send an automated invitation email to the specified address
  4. You'll see a confirmation message that the invitation was sent successfully
  5. The pending invitation will appear in your team management dashboard

Step 6: Team Member Accepts Invitation

What happens next:

  1. The invited team member receives an email from Lucky Orange with the subject line similar to "You've been invited to join [Account Name] on Lucky Orange"
  2. The email contains an "Accept Invitation" button or link
  3. When clicked, the team member is directed to Lucky Orange
  4. If they don't have a Lucky Orange account, they'll create a password
  5. If they already have an account, they'll simply add this new access to their existing login

Common Use Cases

Adding Marketing Team Members

When adding marketers or analysts:

  1. Grant Admin access to senior marketing managers who need to configure goals and funnels
  2. Provide User access to junior marketers and analysts for data review
  3. Add multiple team members simultaneously during onboarding periods
  4. Consider User role for stakeholders who need reporting access only

Example workflow:

  • CMO: Admin role (full configuration access)
  • Marketing Manager: Admin role (manage campaigns and funnels)
  • Marketing Analysts: User role (view data and recordings)
  • Executives: User role (high-level reporting access)

Adding Agency Team Members

For agencies managing client accounts:

  1. Add agency account managers as Admins for full client management
  2. Invite designers and developers as Users to review session recordings
  3. Grant junior team members User access for learning and observation
  4. Keep agency owners as Admins across all client accounts

Best practices:

  • Use consistent role assignments across client accounts
  • Document which agency members have access to which clients
  • Remove access when team members change client assignments

Adding Temporary Contractors

When working with freelancers or consultants:

  1. Add contractors with User role for limited, read-only access
  2. Elevate to Admin only for senior consultants managing specific projects
  3. Set calendar reminders to remove access when contracts end
  4. Consider creating a shared documentation of contractor access for team reference

Adding Customer Support Team

For support teams reviewing customer sessions:

  1. Grant User role to customer support representatives
  2. Train support staff on privacy considerations when viewing recordings
  3. Consider creating a separate "Support" Lucky Orange account if needed
  4. Enable session filtering to protect sensitive customer information

Best Practices for Adding Users

Security Considerations

  1. Verify Email Addresses: Always confirm email addresses before sending invitations to prevent unauthorized access
  2. Use Work Emails: Require team members to use company email addresses for easier tracking and offboarding
  3. Limit Admin Access: Only grant Admin privileges to team members who genuinely need configuration capabilities
  4. Document Access: Maintain a spreadsheet or document of who has access and why

Onboarding and Training

  1. Welcome Message: Send a personal email to new team members explaining what Lucky Orange is and how to use it
  2. Training Resources: Share Lucky Orange documentation and video tutorials
  3. Initial Walkthrough: Schedule a brief call to walk through key features
  4. Set Expectations: Clarify what the team member should focus on in Lucky Orange

Role Assignment Strategy

  1. Start Restrictive: Begin with User access and elevate to Admin if needed
  2. Review Regularly: Audit team member roles quarterly to ensure appropriate access levels
  3. Match Responsibilities: Align Lucky Orange roles with job responsibilities
  4. Consider Specialization: Create a matrix of who needs access to which features

Troubleshooting

Invitation Email Not Received

If the team member doesn't receive the invitation:

  1. Check Spam Folder: Invitation emails sometimes get filtered as spam
  2. Verify Email Address: Confirm the email address was entered correctly in Lucky Orange
  3. Corporate Email Filters: Some organizations block automated emails; contact IT if needed
  4. Resend Invitation: Use the "Resend" option in the team management dashboard
  5. Alternative Email: Try inviting with a different email address
  6. Whitelist Domain: Ask IT to whitelist emails from luckyorange.com

Cannot Add More Team Members

If you see an error about reaching team member limits:

  1. Check your current plan's team member allowance in Settings > Billing
  2. Remove inactive or former team members to free up seats
  3. Upgrade to a higher-tier plan if you need more seats regularly
  4. Contact Lucky Orange sales for enterprise pricing with unlimited seats

Team Member Already Has Lucky Orange Account

If the email is already associated with a Lucky Orange account:

  1. The team member can accept the invitation to add this account to their existing login
  2. They'll be able to switch between accounts after logging in
  3. No need to create a new email address or account
  4. They'll see an account switcher in the Lucky Orange interface

Wrong Role Assigned

If you accidentally assign the wrong role:

  1. Don't worry - roles can be changed after invitation is accepted
  2. Navigate to Settings > Team Management
  3. Find the team member and click "Edit"
  4. Change their role and save
  5. Changes take effect immediately

Pending Invitation Needs to Be Canceled

To cancel a pending invitation that hasn't been accepted:

  1. Go to Settings > Team Management
  2. Find the pending invitation in the list
  3. Click "Cancel" or "Revoke" next to the invitation
  4. Confirm the cancellation
  5. You can send a new invitation with corrected details

After Adding Team Members

Confirmation Steps

After sending invitations:

  1. Follow Up: Send a personal email to new team members letting them know to expect the Lucky Orange invitation
  2. Set Deadline: Give team members a reasonable deadline to accept the invitation (e.g., 48 hours)
  3. Monitor Pending: Check the team management dashboard to see when invitations are accepted
  4. Welcome New Users: Once accepted, reach out to ensure they can access the account properly

Initial Setup for New Users

Help new team members get started:

  1. Tour the Dashboard: Point out key features like Recordings, Heatmaps, and Live view
  2. Show Filters: Demonstrate how to filter sessions by date, behavior, or demographics
  3. Explain Data: Clarify what data Lucky Orange collects and how it's used
  4. Privacy Training: Ensure users understand data privacy obligations

Access Verification

Verify that new team members can access what they need:

  1. Ask them to confirm they can log in successfully
  2. Check that they can see the correct website(s)
  3. Verify their permissions match their intended role
  4. Test that they can access the features they need for their work
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