Team Management

In the Team Management feature, you can indicate 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 restrict certain features...


Essential 
Professional 
Enterprise ✓
ReportR ✓

Let's see how you can allow team members to view or edit the questionnaires you've just created! In this guide we'll discuss the following:

  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 on your name on the top left corner of the screen and select My Team.


team management - my team


Here's where you can see All team members. You can set up the Role of your team members and set up who has access to view, edit, and look at results. You can also edit the role of the members by searching for their user email and clicking on it.

choosing members example


You have a choice of seven types of 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 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.

Seven types of roles


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 folder or several questionnaire folders.

extra permissions for team members

When you click on Team member role, the user can be given access to view and edit questionnaires and view reporting dashboards. You can specify which questionnaires and dashboards your team member can have access to.


authorizations for questionnaire example


There are four authorization states and only one authorization state can be active at a time.

  • No Access disables the user from accessing and adjusting the chosen survey in the editor
  • Read Onlyallows 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 Accessallows the user to view and adjust the chosen survey in the editor and email invitations


Dashboard example


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


See a full chart of the role modules and models access.


2 Add a team member

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


Add team member image


When you've clicked Add team member, a box will come 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 they'll be added to your team.


Add team member box


When you're finished making changes to your team 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 teams. For example like this:


team groups example


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


create group in team management


Now you can name the group and save it.


Create a group - 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.


add member to group


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


choose the group for users



4 User Status

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


NOTE

When you are creating a new user the 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.

activation of new member


Example of Active user state:

active user


Example of Inactive user state with expired activation link:

inactive user with expired link


Example of Inactive user state with active activation link:

inactive user with active link


5 Deleting a team member

deleting a member user


If you delete a team 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

role modules and model access chart


= no access at all to this module

= can only access items they own

= access to all item in the organization

= 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 team management to create and manage roles “Team Member”, “Customer”,  “Restricted”, “Reporting Viewer”, “Administrator”

3 = has full access* to team management 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

* full access to team management = can create, read, update and delete users incl. configuration of user permissions, authorizations (questionnaires, dashboards)


What's next?

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

  • View your invoices – read the how-to guide to find out how you can view your invoices.
  • Change your account plan – this guide shows you how to upgrade to a plan with more features, downgrade if you choose, or even cancel your account and say goodbye to Survey Anyplace. If you think you won't be needing your account for a while, you can cancel your subscription and move to a free account keeping all your work intact. If you're really sure about leaving us, proceed with caution - once you have canceled your account, all of your surveys and responses will be deleted, and this is irreversible.
  • Simultaneous logins - This occurs when different people are logged in on different devices and can cause problems such as work being lost. If you want to have the capability for more than one team member to work in the application, sign up for the Enterprise plan or ReportR plan. These plans have a team management feature that allows you to create accounts for all of your team members (or create multiple administrators) at a small additional cost.
V
Vincent is the author of this solution article.

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