Managing samples across teams, markets and workflows often means multiple ways of creating and updating inventory. While a Samples Management solution brings structure and visibility, the way teams work within it can still introduce inconsistencies, from duplicate entries to misaligned naming, making reporting harder to rely on.
To bring more structure and control to how inventory is created and managed, we’re introducing new permissions within Launchmetrics Samples.
What are Sample Permissions and How Do They Work?
We understand team leads need control when samples are managed by multiple stakeholders. Without the right guardrails, mistakes can appear at the point of creation and carry through every workflow, from tracking and send-outs to reporting.
Ultimately, multiple records and inconsistencies create a fragmented view of each sample, raising questions around where it is, whether it has been used in certain regions and if it is actually available.
To address this, we’ve introduced a new permission that gives admins control over how inventory is created, based on how teams actually work:
- Creating samples manually when speed and flexibility are needed
- Using the Master List to create samples from your global catalogue
- Importing samples in bulk for external workflows and large-scale uploads
Rather than giving every user access to all methods, teams can now define who can create inventory and how—based on role, workflow or market.
What This Means for Users
- Cleaner inventory from the start
- Fewer duplicates and naming inconsistencies
- More reliable reporting across teams and regions
- Clear accountability over who can create what and how
To bring this to life, we’ve outlined a common scenario in the use case below.
Use Case: When the Same Sample Exists Three Times
A global fashion brand is managing a new collection across Europe, the US and Asia. Each regional team is responsible for creating and sending out samples locally for photo shoots, press placements and VIP requests.
As activity ramps up, the same dress begins to appear multiple times in the system. One version is created manually by the PR team, another is imported by a regional showroom and a third is added from a local list, each with slight variations in naming.
The same item now sits across multiple entries, making it difficult to accurately track its movement, confirm availability or get a clear picture of its usage. When the team lead needs to understand where that sample is, whether it has been returned or how it has been used, there’s no clear answer.
One team says it’s in the US for a shoot, another believes it’s back in the office, while the system shows it as available. Teams are left cross-checking records, chasing updates and manually piecing together what should have been a simple answer.
To prevent any more confusion, the team lead puts in a new permission in place:
- Manual creation and bulk imports are limited to specific roles, herself and the sample manager
- Regional teams can only create samples from the Master List, ensuring they use the correct record
- All entries must follow a consistent structure and naming, as per the team lead’s instruction
As a result, each sample exists as a single, consistent record across all teams, turning a fragmented view into a reliable one. Now, it’s clear where it is, how it has been used and whether it is available, without needing to reconcile multiple versions.
Bring Consistency Back to Your Sample Operations
Controlling how inventory is created is essential to making the most out of each sample, and this is exactly where Launchmetrics Samples brings structure. But this is only one part of how the platform supports teams.
From managing send-outs and tracking sample movements to understanding how each item is being used, Launchmetrics Samples helps you keep operations aligned and visible across teams and regions.
If you want to see how this works for your team, book a demo today—or if you’re an existing client, you can reach out to your Customer Success Manager.
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By Pawandeep Kaur
