Creating Private Projects

Control who can access which project(s) in your organization's dashboard

Russ Troester avatar
Written by Russ Troester
Updated over a week ago

A private project is a project that only team members who have been specifically invited / added to that project can access.

Some important notes:

  • Private projects are available to customers with an active Team, Insights Hub, or Enterprise plan, as well as the legacy Pro plan.

  • In order to give others access to your Private projects, you have to first add them as team members to your Lookback organization

  • Private projects show up with a lock symbol (again, only if you're one of the team members who have access to that particular project) in the Projects view on your dashboard, which is also your first view after logging in to Lookback.


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How to make a project private when you create the project

  1. Go to your dashboard and click New Project on the top right corner

  2. Name your project and add a description, if you like.

  3. Click Visible to change it to Private

  4. (Optional) To add team members to the private project:

    1. Click the Plus Sign (+) icon

    2. Find the team members you want to add to the private project

    3. Click on their name to select them

    4. Click outside the are to close the selection box

    5. Click Done

    6. Choose the type of research you're doing for the first round & set up the round

πŸš€ If your Lookback organization is on an Enterprise plan or our legacy Pro plan, team members with collaborator licenses as well as team members with observer licenses need to be added to have access to Private projects, even if they only intend to observe a session in the project.


How to set an existing project to private

  1. Go into the project from the dashboard

  2. Click on the Project settings button (gear/cog icon in the upper right)

  3. Click the Edit button next to Members & permissions

  4. Click Make private

  5. (Optional) To add team members to the private project:

    1. Click the Plus Sign (+) icon

    2. Find the team members you want to add to the private project

    3. Click on their name to select them

  6. Click Save


How to set an existing private project to non-private/public

  1. Go into the project from the dashboard

  2. Click on the Project settings button (gear/cog icon in the upper right)

  3. Click the Edit button next to Members & permissions

  4. Click Make non-private

  5. Click Save


(Enterprise Only) How to set projects to private by default

Your Lookback Owner can navigate to Settings to enable this feature.

  1. Click the dropdown menu on the top right corner of the page

  2. Click Organization settings

  3. Go to Default to private projects

  4. Toggle the switch to the "On" position


Important notes with respect to privacy

  • In Lookback, when you create a project, it will be public by default. This means that when you add/invite new Lookback members, to enable them to observe (view) research sessions, they automatically have access to all projects and sessions in your Lookback organization, unless they have been set to 'Private'.

  • So, if you want your members to be able to access only a specific project and no other project, you would have to make all your projects 'Private Projects' and make sure the specific member has been added to the required private project as well. This is especially recommended when if your company/organization work with external stakeholders (such as clients) and want to control who sees what.

  • Starting 2023-06-13 09:00:00 UTC, the Organization Owner will have access to all private projects and their contents. This does not affect projects created before this date.


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