Team Collaboration and Role-Based Access Controls (RBAC) in SparkyMinis
Collaboration & Teams – Access Control (RBAC)
Navigate to: Dashboard > Secure Vault > Access & Teams (/dashboard/vault/apps)
SparkyMinis allows you to invite collaborators into specific sections of your workspace — without exposing your entire account. This is built around Role-Based Access Control (RBAC), where you define exactly what each person can see and do.
The RBAC Philosophy
You own your workspace. When you invite someone, you are granting them access to a defined subset of your data with a defined set of actions. There are three roles:
| Role | What they can do |
|---|---|
| Viewer | Read-only. Can view data, download files, but cannot make changes. |
| Editor | Can create and edit records. Cannot delete. Cannot manage team members. |
| Admin | Full access: view, create, edit, and delete within the shared scope. Can also invite others and manage permissions within the same scope. |
Note: No collaborator can see Vault sections you have not explicitly shared with them.
Access Presets (Sharing Templates)
Instead of configuring every permission manually, SparkyMinis provides practical presets:
| Preset | Description | Default Role |
|---|---|---|
| Virtual Assistant | Business Suite: Contacts, Projects management. No financial data. | Editor |
| Accountant / Bookkeeper | Business Suite: Expenses, Invoices, and Reports — read and edit access for reconciliation. No client-facing actions. | Editor |
| Business Partner | Full Business Suite access including reports. Cannot access Lifestyle or Vault directly. | Admin |
| Family Member | Lifestyle Suite: Trips and Friends/Family only. | Viewer |
| Custom | You select the exact modules and role manually. | Configurable |
When you choose a preset, the modules and roles are pre-filled. You can adjust before sending the invite.
Inviting a Collaborator
- Navigate to Vault > Access & Teams.
- Click + Invite Member.
- Enter the collaborator's email address.
- Select a Preset or choose Custom.
- If Custom: Select which suite/module to share (e.g., only "Business > Projects").
- Set the Role for each selected module.
- Add an optional personal message.
- Click Send Invite.
The collaborator receives an email with a link to accept the invitation. They must have a SparkyMinis account (or will be prompted to create one).
Editing Collaborator Permissions
- From Access & Teams, find the collaborator in the Members list.
- Click their card.
- Update the modules granted or change their role.
- Click Save.
Changes take effect immediately — the collaborator will see the updated access on their next page load.
Removing a Collaborator
- In Access & Teams, click on the collaborator's card.
- Click Remove Access or Revoke Invitation (for pending invites).
- Confirm. Their access is immediately revoked. Any data changes they made (edits, added records) remain.
Note: Removing a collaborator does not delete records they created. Those remain in your workspace as your data.
Understanding Scope
Your RBAC is module-scoped, not item-scoped. This means:
- If you share "Business > Projects" as Editor, the collaborator sees all your projects — not just selected ones.
- If you only want to share a single project, use file attachments or export instead.
- Fine-grained item-level sharing (individual project or invoice) is on the roadmap.
What Collaborators See
When a collaborator logs into SparkyMinis, they see their own workspace by default. To access your workspace:
- They click their Profile Avatar (top right).
- Select Switch Workspace from the menu.
- Your workspace name appears. They click to switch.
In your workspace, they only see the modules and actions you have permitted. Your personal Lifestyle data and unshared Business sections are not visible.
For Teams Plan Only
RBAC collaboration features are available on the Teams Plan only. On free or personal plans:
- You cannot invite collaborators.
- The Access & Teams page shows an upgrade prompt.
Check Settings > Subscription to upgrade.