Create the project before inviting people
Use a clear project name, assign a lead and decide who creates and who reviews. Grant permissions by responsibility, not administrator access to everyone.
Invite and verify access
Invite the correct email and have each member accept with their own account. Check that they see only the intended projects and assignments. Keep track of slots and devices.
Review by version
Contributors submit to the correct project. Leads request specific changes to the view, materials or lighting. Preserve approved versions rather than replacing them with work in progress.
Deliver and revoke access
Save deliverables before their storage deadline. When someone leaves, revoke member and device access and recheck project permissions. Assign a new slot through a new account, never by sharing old credentials.