Team link management: ownership, access and handover
Set up shared links under the right identity, separate editing from reporting, identify the payer and prepare a handover that preserves published URLs.
A team’s public links should keep working when a campaign changes or a colleague leaves. Start with the identity that owns the communication, then decide who edits links, who checks the results and who pays for the clicks. A shared password and an informal list of addresses don’t answer those questions.
This guide follows a made-up community workshop run by an organizer and a colleague. The list and review steps below are habits you keep yourself, in your team’s own shared workspace, not built-in Links features.
Choose ownership before creating the link
In the Links app, pick the team’s identity first, and check its handle and team name before you create anything. Your own links belong to you; an identity’s links belong to that identity and can appear on its public profile. For a team campaign, use the team’s identity rather than a colleague’s own links.
Creating a second link under the right identity later gives you a new short address. Copying the title doesn’t move the old address. If a link you’ve already shared sits in the wrong place, keep it working while you ask your team admin about the options. Update the publications you can still edit, one by one; printed copies keep the old code.
Give each collaborator the access they need
A team decides two things: whether a member can use Links at all, and what they can do for each identity. The “Manage links” permission lets someone create, edit, reorder and delete an identity’s links, including their rules. Statistics are open to people with “Manage links” or “See insights”. Being able to edit the profile doesn’t by itself let someone manage links.
| Role | Access to check |
|---|---|
| Campaign maintainer | Access to Links and “Manage links” for the right identity |
| Reporting colleague | “See insights” (or “Manage links”) for that identity |
| Billing contact | “Manage billing and credits” for the team that actually pays |
Give everyone their own account and ask your admin to check what each person can really do. Seeing an identity doesn’t prove you can edit its links. If controls are missing, check app access, identity permissions and billing before you create a replacement link.
Record the payer and the published placements
You pay for your own links. An identity’s links are paid by its owner or its team, so the colleague who edits a destination isn’t necessarily the one who pays. Confirm this before you launch the workshop campaign.
Keep a list with the short link, identity, purpose, placement, main destination, rule destinations, maintainer, backup contact and review date. Add the payer and who checks the balance. For example, list “Workshop registration · library poster” separately from “Workshop registration · newsletter” when each placement has its own link. Keep the list somewhere your team already shares, such as a spreadsheet or shared document.
Use a review step for public changes
Before changing the registration destination, the maintainer notes the old address and opens the new one while signed out. The colleague then opens the original short link and makes a test registration with the booking service’s test option. Check every rule as well as the main destination.
This is a simple two-person habit you agree on as a team. Write down what changed and how the test went. Keep the old address in your notes so you can switch back by hand, as shown in the destination editing guide. Don’t delete a link you’ve shared just to tidy up.
Rehearse handover before removing access
- The new maintainer signs in with their own account.
- Check they can see the right identity, its links and the editing controls.
- Go through the destinations, rules, public profile settings and placement list together.
- Have the new maintainer test a shared short link and find its statistics.
- Confirm who can add credits and who handles a link that’s unavailable.
- Only then ask the admin to change the departing member’s access.
The new person also needs access to the files and forms the links point to. Keeping the redirect running won’t fix a booking page locked inside a departing colleague’s account.
Keep shared links funded and useful
Each counted click costs credits (see current pricing), paid from the same balance as the team’s other Reunified use, such as Mono and Studio. Links pause when that balance runs out. A member’s monthly credit limit doesn’t apply to link clicks: visitors’ clicks are paid from the team’s credits. Use the cost planning guide to plan a reserve and regular checks.
After each campaign, review who has access and whether the destinations are still useful. If links appear on the public profile, follow the profile organization guide. Links gives your team shared identity links, and Studio manages the same links next to your posts; clear ownership and a tested handover keep them under control.