How to Manage Team Operations in Make.com
Managing operations across multiple teams in make.com can quickly become complex as your organization scales, adds more automations, and connects more tools. This how-to guide walks you step by step through structuring workspaces, roles, and access so every team can build safely and efficiently.
The instructions and best practices below are based on the operational model described in the official blog article on team management in make.com. You will learn how to organize automations, protect sensitive data, and keep collaboration clear.
Why Centralized Operations Matter in Make.com
As more people build automations, the risk of duplicated work, broken scenarios, and data exposure grows. A structured operations model inside make.com solves these problems by:
- Separating responsibilities between product teams and a central platform team
- Defining clear ownership of workspaces and scenarios
- Standardizing how connections and data access are managed
- Providing a single place to monitor usage, errors, and performance
This guide assumes your organization has multiple teams using make.com, and that you want a scale-ready structure instead of ad hoc access.
Step 1: Decide Your Overall Make.com Operating Model
Before touching any settings, define how your company will use make.com across departments. The source article outlines a hybrid model where each team has autonomy, but a central group maintains standards.
Common elements of this model include:
- A central “automation platform” or “automation ops” team
- Multiple product or business teams building scenarios
- Shared guidelines for security, error handling, and documentation
Write down answers to these questions:
- Who owns the global make.com account and billing?
- Which team defines standards (naming, monitoring, documentation)?
- Which teams are allowed to create new connections to external services?
- How is production access granted or revoked?
Clarifying this model first ensures the technical configuration of make.com supports your real-world workflows.
Step 2: Structure Workspaces in Make.com Per Team
The article recommends organizing workspaces in make.com by team or domain so ownership is obvious. A simple starting point is:
- One central “Platform” or “Core Ops” workspace
- One workspace for each major product or business team
- Optional shared workspaces for cross-team projects
Recommended Workspace Types in Make.com
Create the following types of workspaces:
- Platform workspace
Used by your central operations team to host shared components, templates, and foundational scenarios. - Team workspaces
Used by each product or business unit to build and run their own scenarios. Example naming:- Sales – CRM Automation
- Marketing – Campaign Ops
- Support – Ticket Routing
- Sandbox or experimentation workspace
Optional, used for learning and proof-of-concept work, with limited or masked data.
Keep workspace naming descriptive and consistent. This helps everyone immediately understand where a scenario belongs within make.com.
Step 3: Define Roles and Permissions in Make.com
Once workspaces are defined, assign clear roles. The article’s model distinguishes a few key personas that map well to make.com permissions.
Main Personas for Make.com Governance
- Platform Owner / Admin
Manages the main organization settings, billing, and global security. Has admin access to the platform workspace and read or limited access to team workspaces. - Workspace Maintainer
Responsible for a specific team workspace. Can create, modify, and monitor scenarios for that area. - Scenario Builder
Creates or edits scenarios within assigned workspaces, following standards set by the platform team. - Viewer or Stakeholder
Needs visibility into scenarios or run history but does not build automations.
In make.com, match these personas to built-in member roles or use a combination of organization and workspace-level access. Keep the principle of least privilege in mind so users only see what they need.
Step 4: Standardize Scenario Design and Ownership
With workspaces and roles in place, define how scenarios should be designed and owned. The article suggests a few guiding practices that fit well into a make.com environment.
Naming and Documentation Standards in Make.com
Apply consistent naming so operations remain readable as your library grows:
- Prefix scenarios with the domain or team (for example, CRM – Lead Sync).
- Use descriptive verbs (Sync, Enrich, Notify, Archive).
- Document each scenario’s purpose in the description field.
Inside make.com, add notes or comments to complex scenarios so other builders understand dependencies and logic.
Ownership and Lifecycle
For each scenario, define:
- Owner – one person or role accountable for its health
- Environment – whether it is experimental, staging, or production-like
- Review cadence – how often it is checked for relevance and performance
Store this information in a lightweight registry or internal documentation system and keep it aligned with the configuration in make.com.
Step 5: Manage Connections and Data Access in Make.com
Connections are one of the most sensitive parts of any automation setup. The article emphasizes the need for centralized oversight of how external tools connect to make.com.
Central vs. Local Connections
Use this pattern to reduce risk:
- Central, shared connections for core systems such as CRM, ticketing, or data warehouse, created and maintained by the platform team.
- Team-specific connections for tools unique to one workspace or area of the business.
Ensure that API keys and credentials are not spread across multiple personal connections. When possible, use service accounts controlled by your IT or security team.
Access Controls and Auditing
Regularly review:
- Who can create new connections inside make.com
- Which scenarios use each connection
- Whether any deprecated connections are still active
This process prevents accidental data exposure and helps you align with internal compliance rules.
Step 6: Set Up Monitoring and Incident Response in Make.com
Operational excellence requires you to notice problems quickly and respond consistently. The original article recommends building clear monitoring rules around automations.
Monitoring Basics
Within make.com, make sure you:
- Use error handling tools such as routers and error branches
- Configure scenario-level notifications for failures
- Log key information necessary to diagnose issues
Extend this with external monitoring systems if your organization already uses them for observability.
Incident Response Playbooks
Create a simple playbook for each high-impact scenario:
- Symptoms that indicate something is wrong
- Where to look first (logs, run history, upstream systems)
- What can safely be retried, and what requires manual intervention
- Who to contact if the issue lasts longer than an agreed time
Store these playbooks in your internal documentation and link them from scenario descriptions inside make.com for quick access.
Step 7: Establish a Continuous Improvement Loop
After initial rollout, treat your make.com operating model as a living system. The article proposes continuous iteration instead of a fixed design.
Collect Feedback From Teams
Encourage workspace maintainers and builders to share:
- Which standards help or slow them down
- Where they see repeated patterns that could become templates
- Which integrations or modules should be centralized
Review this feedback regularly with the platform team and adjust guidelines in make.com accordingly.
Measure Success
Track indicators such as:
- Number of incidents per month
- Average resolution time
- Number of duplicated scenarios across workspaces
- Adoption of shared components
Use these metrics to prioritize improvements and justify investment in your automation platform.
Learn More and Get Expert Help
To go deeper into the original operating model, read the full guide on the official make.com blog about team operations management. It explains the rationale behind each recommendation and shows how growing companies adapt their setup over time.
If you need tailored consulting or want help designing a scalable multi-team architecture for make.com, you can also work with automation strategy specialists such as Consultevo, who focus on process design, integration, and long-term platform governance.
By following these steps and continuously refining your structure, you will create a robust operations model in make.com that supports every team, keeps data secure, and allows your automation program to grow without chaos.
Need Help With Make.com?
If you want expert help building, automating, or scaling your Make scenarios, work with ConsultEvo — certified workflow and automation specialists.