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Creating Private Projects

Control access to research work by designating Projects as private, and manage who can see and participate in them.

Written by Henrik Mattsson
Updated over 2 months ago

A private project in Lookback is one that only specific team members you’ve added (and the organization owner) can access. Use private projects when you want to restrict visibility - for example, when working with external stakeholders or confidential research.

Private projects still support all Lookback features, including:

  • participant links

  • session streaming

  • findings and sharing

  • Observer Lobbies

Private projects differ only in team member access, not in research capabilities.

Access requirements

  • Private projects are available on Team, Insights Hub, Enterprise, and the legacy Pro plans.

  • To give team members access, they must first be added to your Lookback organization.

Note: Making a project private does not prevent external stakeholders invited via Observer Lobby or public links from accessing sessions if they have the appropriate link.

How to make a project private when you create it

  1. Navigate to your dashboard and click New Project in the top right corner.

  2. Enter a Project name and optional description.

  3. Change the Visibility setting from Public to Private.

  4. (Optional) Add specific team members who should have access:

    • Click the plus (+) icon

    • Search and select the team members

    • Click Done to confirm

    • Choose the research method and continue setting up your first Round
      ​

Private projects will be marked with a lock icon in your Projects view, visible only to team members with access.

How to set an existing project to private

  1. Open the project you want to change.

  2. Click Settings in the left panel.

  3. Scroll to Members & permissions and click Edit.

  4. Click Make private.

  5. (Optional) Add team members to the private project using the plus icon.

  6. Click Save.

How to change a private project to public

  1. Open the private project.

  2. Go to Settings > Members & permissions.

  3. Click Edit.

  4. Choose Make non-private.

  5. Click Save.

This returns the project to public visibility for all members of your Lookback organization.

Enterprise plan option: default private projects

If your organization is on Enterprise, the Organization Owner can set all new Projects to be private by default:

  1. Click the user menu in the top right and choose Organization settings.

  2. Navigate to Default to private projects.

  3. Toggle the setting On.

This saves time when most work needs to be restricted by access.

Important operational notes

  • Projects are public by default (for members of your organization) when created unless you change the visibility.

  • If you want to ensure team members only see work they’re explicitly invited to, make the relevant projects private and add only the required team members.

  • On Enterprise plans and legacy Pro plans, team members with both collaborator and observer roles need to be explicitly added to private projects to access them.

  • The Organization Owner has access to all private projects and content created thereafter, even if not individually added.

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