Team Management

Team Management feature allows you to control which team members in your organization are able to view or edit certain questionnaires and the corresponding results. You can create different teams, add members, change roles and even restrict certain features.


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This guide will teach you:

  1. Set the authorities of team members
  2. Add a team member
  3. Groups in Team management
  4. User status
  5. Deleting a team member
  6. Role modules and Models Access chart

1. Set the authorities of team members

Click the three dots at the top left corner of the screen and select My Team.

team management - my team

Here is where you can see all your team members. You can set up their role and control who has access to view and edit your survey, but also who can view the results. Alternatively, you can edit their role by searching for their email and clicking on it.

Team Management- choosing members example

You can select between seven Roles:

  • A Restricted member can only change or edit the content they have created.
  • A Team member can view or edit questionnaires, view results of the folders that you have specified. This role can also manage the contacts and sent out invitations for questionnaires.
  • A Customer role can view or edit questionnaires, view results of the folders that you have specified, manage the contacts, and send out invitations for questionnaires. This role can also create teams and add users to the team.
  • An Administrator role has full access and permission to all the data of their organization. They can change roles, see and edit every questionnaire.
  • A Super Admin is responsible for managing the license and assigning the Administrator users. This role is given to the person who has acquired the license on our platform.
  • A Contact role is responsible for filling out the questionnaires. This role can see an overview of their own responses.
  • A Reporting viewer cannot view or edit questionnaires but can view reporting dashboards for the questionnaire folders that you specify.

Team Management- role types

The Administrator can grant or remove specific permissions such as Can create questionnaires and Can create and manage contacts. For each of the seven columns to view questionnaires, edit questionnaires and view reporting dashboards, you can give access to one or several questionnaire folders.

Team Management- extra permissions

When you select a role you can also determine the user's access to view and edit questionnaires or view reporting dashboards. You can specify the questionnaires and dashboards you can give access to. 


There are four authorization states for your questionnaire and only one can be active at a time.

  • No Access: disables the user from accessing and adjusting the chosen survey in the editor
  • Read Only: allows the user to view the chosen survey in the editor
  • Share Only: allows the user to view the chosen survey in the editor and email invitations
  • All Access: allows the user to view and adjust the chosen survey in the editor and email invitations

Team Management- authorizations

For your reports, you can only select between the two authorizations:

  • No Access disables the user from accessing the chosen dashboard.
  • All Access allows the user to access and adjust the chosen dashboard.

Team Management- Dashboard example

2. Add a team member

You can add a team member by clicking the Add team member button. If you have reached your limit of members, you can either delete an existing member to make space for a new one or contact us to upgrade the number of members in your organization.

Team Management- Add team member

When you click Add team member, a box pops up where you can enter the member's Email, First Name, and Last Name. Select a Role from the drop-down menu. The member will receive an email with the message that you added him/her to the organization. This message also contains the link to verify the account and to change the password. Click Save and close and you are ready.

Team Management- Add team member

When you're finished making changes to your members and their roles, don't forget to click Save changes at the top of the team members screen.

3. Groups in Team Management

You can create groups within the organization to separate the members into smaller groups. For example like this:

Team Management- team groups

To create a group, click the All users dropdown and click Create group.

Team Management- create group

Now you can name the group and save it.

Team Management-  group name

Once you have your groups you can start adding users to them. Select the members and add them by clicking Add to group.

Team Management- add member to group

Choose the group you want your users to be in. Save and close it and you have it!

Team Management- choose the group for users

4. User Status

The User status shows whether the chosen user has activated his account. To activate the user you can send out an email with the link or you can verify the link directly.

WARNING

When you are creating a new user, activation via URL is required.

When you follow the link, you will be redirected to a page where you can set up the password for the account. You have one week to use the activation email. Your organization admin can send you a new email after it expires.

Team Management- activation of new member

Example of Active user state:

Team Management- active user

Example of Inactive user state with expired activation link:

Team Management- inactive user with expired link

Example of Inactive user state with active activation link:

Team Management- inactive user with active link

5. Deleting a team member

Team Management- deleting a member user

If you delete a member, all the questionnaires made by that person will be transferred to the admin (who deleted the user). If you wish to delete an admin, please contact support.

6. Role modules and Models Access chart

Team Management- role modules and model access chart

Team Management- = no access at all to this module

Team Management- = can only access items they own

Team Management- = access to all item in the organization

Team Management- = has access to the item if they own it or are authorized by their administrator


Exceptions

  1. Sees all users in read-only mode, can only create users of role “Administrator”
  2. Has full access to create and manage roles “Team Member”, “Customer”,  â€śRestricted”, “Reporting Viewer”, “Administrator”
  3. Has full access to create and manage roles “Team Member” and “Contact”
  4. Super Admin is an optional role in an organization, if an organization does not have a Super Admin role a user with the role “Administrator” should be made responsible for License Management with a toggle
  5. If the organization license does not include ReportR, the user will of course not have access to ReportR and not be able to allow other users to access ReportR
  6. For ReportR there will be no option to configure authorizations at the moment, the authorization will look at the survey connected to the report: if the user may edit that survey, the ReportR will be visible and editable 
  7. The responses available in the reporting dashboards the “Customer” role has access to are limited to responses taken by contacts they own, this limit applies to the “Customer” role only
  8. Applicable if the organization has a license for Campaigns
  9. Full access to team management: can create, read, update and delete users including configuration of user permissions, authorizations (questionnaires, dashboards)

What's next?

Here are some other account management features you may be interested in:

  • White labeling: You can remove Survey Anyplace brand and logo from our product and replace it with your own. There are a lot of possibilities for branding your questionnaire by design. But if you want to fully brand your questionnaire by using your own link, you can white-label your questionnaire.
  • Assessment Center:  is a central repository where any company or agency – consulting, HR, or other – can manage their online assessments, as well as control who has access to them. Giving access can be done easily via a simple email invite.
  • Require Contact is a feature that allows you to control who can access your survey and makes the questionnaire only accessible to contacts. If validation fails, the participant is not able to fill in the survey but a configurable message will be displayed instead.


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