LinkStacked
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Advanced 30 min· 8 steps

Building a team profile

Invite members, assign roles, share brand assets, and manage a centralised link hub for agencies, multi-brand companies, and label rosters.

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Before you begin

  • Business plan or above
  • Team members' email addresses (have at least one or two ready before you start)
  • Brand assets — logo (SVG or high-res PNG), colour palette (hex codes), font choices
  • A clear team structure — who's the owner, who has admin rights, which profiles each editor manages
1

Step 1 of 8

· 5 min

Plan your team structure first

Before clicking 'Create team', spend five minutes deciding what your team actually looks like. Teams that retro-fit structure on top of an existing chaotic setup spend weeks untangling permissions. Teams that plan upfront spend zero.

Common team patterns

  • Agency: one owner (agency principal), several admins (account managers), many editors (creators delivering work for clients), each editor scoped to specific client profiles
  • Multi-brand company: one owner (founder), one admin (operations lead), editors per brand line, viewers for execs who only need analytics
  • Music label: one owner (label head), admins (A&R team), editors (artists with their own profile), viewers (PR team consuming analytics)
  • Personal: one owner (you), one or two editors (assistant or VA), no other roles

Decisions to make before clicking anything

  1. 1Who is the owner? (One person — there can only be one Owner per team)
  2. 2Who needs admin rights? (Manage members, all profiles, billing visibility — but not delete-team rights)
  3. 3Who are the editors and which profiles do they manage?
  4. 4Who needs viewer access for analytics-only?
  5. 5How will you handle invites and offboarding?

Document your team structure in a single shared doc. The first time someone leaves the company, you'll be glad you have a clear off-boarding checklist that includes 'remove from LinkStacked team'.

Next: Create your team
2

Step 2 of 8

· 3 min

Create your team

Navigate to Settings → Team → Create team. Give your team a name and a team slug (used for internal identification, not publicly visible). Upload your team logo — SVG preferred, but PNG with transparent background works too.

Teams are available on the Business plan ($29/mo) which includes up to 5 profiles. Enterprise supports unlimited teams and profiles. Team usage is billed per seat — every active member counts toward your seat limit, including viewers.

Use your company's official name as the team name — it appears in billing receipts, audit logs, and support tickets. Don't use a project name or a casual nickname.

What gets created when you create a team

  • A new team workspace separate from your personal account
  • A team-level brand kit (initially empty; you'll fill it in shortly)
  • A billing account in the team's name
  • A team analytics dashboard aggregating all profiles under the team
  • An audit log capturing all member actions (Pro feature on team plans)
Next: Invite team members
3

Step 3 of 8

· 4 min

Invite team members

Go to Team → Members → Invite member. Enter the team member's email address and select their role before sending the invitation. You can also assign them to specific profiles right from the invite form (or later, individually).

Invitations expire after 7 days. If a member misses the invite, resend it from the Members page. The new invite resets the 7-day clock.

What invited members see

  • An email with the inviter's name, the team name, and a secure acceptance link
  • If they don't have a LinkStacked account, they're prompted to create one (free, takes 60 seconds)
  • If they already have an account, they accept the invite and see the team workspace appear in their account switcher
  • On accepting, they get scoped access to whichever profiles you assigned to them

Members can use the same email across multiple teams — for example, a freelancer working with you and another agency. Their identity is unified across teams, but their permissions are scoped to each team independently.

Send invites individually rather than bulk-pasting a list of emails. Bulk invites can trigger anti-spam filters at some email providers (especially corporate Outlook setups) and the invite email lands in the recipient's spam folder.

Next: Assign roles and permissions
4

Step 4 of 8

· 4 min

Assign roles and permissions

LinkStacked teams use role-based access control (RBAC). Each role has a specific level of access. Permissions cascade — Owners can do everything Admins can, Admins can do everything Editors can, etc.

Role overview

  • Owner — full access: billing, delete team, all settings, all profiles. Only one Owner per team.
  • Admin — manage members, manage all profiles, view all analytics. Cannot delete the team or change billing.
  • Editor — add and edit links and appearance on assigned profiles only. No access to billing, members, or other profiles.
  • Viewer — read-only analytics access on assigned profiles. Cannot make any changes.

Profile-level scoping

Editors and Viewers are scoped to specific profiles, not the whole team. An editor working on the 'Brand A' profile cannot see or edit the 'Brand B' profile. This is the permission model that makes agency work and label rosters viable.

When working with an external agency or freelancer, assign them the Editor role on specific profiles only. They get exactly what they need to do the work — and zero access to billing, other profiles, or other team members. When the engagement ends, remove their seat in one click.

There can only be one Owner per team. Transfer ownership in Team Settings → Danger Zone if you need to hand off control to someone else. Make absolutely sure the new Owner has fully accepted the transfer before deleting your account — orphaned teams are painful to reclaim.

Next: Set up your brand kit
5

Step 5 of 8

· 6 min

Set up your brand kit

Your brand kit ensures all team profiles maintain visual consistency. Without one, every profile picks its own colours, fonts, and theme — and the result is a fragmented look across your portfolio.

Go to Team Settings → Brand Kit and walk through the form:

  1. 1Upload your logo — SVG strongly preferred (renders crisp at every size); PNG with transparent background works too. Minimum 500px wide. We use this in the team-level UI and as a default for new profiles.
  2. 2Set your primary brand colour using the colour picker or by entering a hex code. This becomes the default accent for new profiles.
  3. 3Add secondary and accent colours (up to 4 total). These become the available colour palette in the visual theme editor for any profile.
  4. 4Choose your brand fonts from the available library (40+ Google Fonts), or add a custom Google Font URL.
  5. 5Save the kit.

Brand kit lock vs suggest

By default, brand kit settings are suggested defaults for new profiles. Editors can still override individual theme settings on a per-profile basis. If you want strict consistency, enable "Lock brand kit" in Team Settings — Editors will then be unable to change colours or fonts; only Admins can override.

Brand kits change over time. When you update the brand kit, you can choose to apply changes to existing profiles or only future profiles. The default is "future only" — to avoid surprising existing teams.

Next: Create team profiles
6

Step 6 of 8

· 5 min

Create team profiles

Each team can have multiple LinkStacked profiles — one per product line, event, department, artist, or persona. Go to Profiles → Add profile and configure each one.

  • Each profile gets its own unique URL (linkstacked.com/profile-username) and permanent QR code
  • Profiles inherit the team brand kit by default but can override on a per-profile basis (unless locked)
  • Assign specific Editors and Viewers to specific profiles
  • Profiles can have their own custom domain (Pro+ feature, per profile)
  • Profile-level analytics are scoped to that profile; team-level analytics aggregate across all profiles

Naming profiles cleanly

Pick a naming convention and stick to it. Examples: 'maria-photo', 'maria-events', 'maria-shop' — clearly shows who/what each is for. Or for an agency: 'client-acme-mainsite', 'client-acme-newsletter', 'client-acme-tour'. Avoid bare numbers or codenames.

Create a 'hub' profile (e.g. @yourcompany) that links to your other team profiles. This lets you direct all your traffic to one URL and let visitors self-select the right destination. Hub profiles work especially well for multi-brand companies and label rosters.

Next: Configure your centralised link hub
8

Step 8 of 8

· Ongoing

Monitor team analytics

As an Owner or Admin, you have access to team-wide analytics. Go to Analytics → Team overview to see metrics across all profiles aggregated and compared.

  • Filter by profile, team member, date range, or geographic region
  • Compare profiles side-by-side — useful for understanding which brands/clients are growing fastest
  • Export data as CSV for reporting (board decks, client invoices, internal performance reviews)
  • Set up weekly email digest reports (Team Settings → Notifications) — auto-sent every Monday with the previous week's numbers

Viewer-role members only see analytics for profiles they have been explicitly assigned to, not team-wide data. This is by design — finance/exec roles often need profile-level numbers without access to operational settings.

Common team-analytics workflows

  • Monday morning: review weekly digest, flag underperforming profiles for review
  • Monthly: export full month CSV for finance reporting
  • Quarterly: compare quarter-over-quarter growth across profiles to identify trends
  • Per-launch: add temporary tracking parameters to launch links and use Analytics → Referrers to attribute conversions to specific campaigns

If you're managing client work, set up automatic monthly export emails for each client profile. They appreciate the proactive reporting, and it dramatically reduces the 'how is my profile doing?' messages in your inbox.

Guide complete!

You've finished all 8 steps of "Building a team profile". Ready for what's next?