Manage Teams (Users & Associates)

Introduction

The Team section allows Account Owners and Subscription Administrators to:

• Add a new Team Member to your Team and an existing Project
• Add an existing Team Member to an existing Project
• Promote an existing Team Member to a Subscription Administrator
  • To demote a Subscription Administrator please submit a support ticket.
• Remove a Team Member from a Project
• Set a Team Member as Active or Inactive

Precursor Tasks

• You must Login to CivilPro Cloud before you can complete this task.
• You may need to Manage Roles, Create a New Project and/or Create a Clean New Project before you complete this task.

Demonstration

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Instructions

1. Only Subscription Administrators can manage Teams.
2. Go to the account homepage.
3. Click “Team”, and you should find yourself in the “INTERNAL” tab:
   1. 1. This table lists all the people who have been given some level of access to your CivilPro account.
      2. For clarity, we will use the term “Team Member” to identify anyone who is in this list.
      3. A “Team Member” can be assigned to multiple Projects.
4. Your CivilPro Account will be able to assign a set number of “User” and “Associate” seats, based on your plan.
   1. 1. The number of filled seats and the total number of available seats of each type, is shown in the top left-hand corner of the “INTERNAL” section.
      2. “User” seats are paid seats and “Associate” seats are free seats.
      3. For the purposes of determining the number of filled seats of each type:
         1. 1. “Team Members” with a “User Level” of “Associate” will fill an “Associate” seat,
            2. “Team Members” with a “User Level” of “User” or “Admin” will fill a “User” seat.
5. To understand what type of seat a “Team Member” will fill, we must therefore learn how their “User Level” is determined:
   1. 1. First, we must revise the concept of “Roles”. Navigate to the “Roles” section, recall that:
         1. 1. An “Associate” Role only has “View” level permissions,
            2. A “User” Role has at least one “Add” and/or “Edit” level permission,
            3. An “Admin” Role has at least one “Admin/Delete” level permission.
      2. Navigate back to the “Team” section so we can review the “User Level” designations.
      3. A “Team Member” that has been assigned an “Associate” Role within any active Project will be assigned an “Associate” “User Level”.
      4. A “Team Member” that has been assigned a “User” or “Admin” Role within any active Project will be assigned a “User” “User Level”.
      5. Note that because a “Team Member” can be assigned to multiple Projects, and also a different Role within each Project. The “User Level” list will always identify the most senior “User Role”, with “Associate” being the less senior, and “User” being the more senior.
      6. It is important to note that the “Admin” “User Level”, doesn’t have anything to do with the “Admin” Role we’ve been talking about, instead, it refers to a separate and special “User Level” called a “Subscription Administrator”. Any “Team Member” can be promoted to a “Subscription Administrator”, and the “User Level” list will always identify them as an “Admin”. “Subscription Administrators” have access to and control over all the subscription settings sections of CivilPro. This includes:
         • • Team
           • Roles
           • Subscriptions
           • Subscription Settings
           • Notification Templates
      7. To promote a “Team Member” to the “Subscription Administrator” “User Level”:
         1. 1. Right click on the “Team Members” row,
            2. Click “Make Subscription Admin”.
      8. To demote a “Team Member” from the “Subscription Administrator” “User Level”, requires a request to be submitted to the CivilPro Support Portal.
6. To add a “Team Member”:
   1. 1. Click on “Add User”,
      2. To add an existing “Team Member” to an existing “Project”:
         1. 1. Select the “Team Member” from the list,
            2. Select the “Role” from the list,
            3. Select the “Project” from the list,
            4. Click “Send Link”.
      3. To invite someone new to join your “Team”, while simultaneously adding them to a “Project”:
         1. 1. Type in the new “Team Members” email address to the top field,
            2. Select the “Role” from the list, (Add as an Associate)
            3. Select the “Project” from the list,
            4. Click “Send Link”.
      4. Critically, the “Role” and “Project” to which the “Team Member” is being added, must already be created and active before conducting this step.
         1. 1. Review the “Manage Roles” article.
            2. Review the “Create Clean New Project” article.
            3. Review the “Create New Project” article.
      5. After clicking “Send Link”, the “Team Member” will receive an email inviting them to join the Project.
         1. 1. Send new “Team Members” to this “Joining a CivilPro Team and/or Project” article for help with this process.
7. To modify a “Team Member”:
   1. 1. Click the Team Member’s name.
      2. The “DETAILS” page shows the “Team Members” details. These would have originally been added by the team member themselves, but this information can be edited.
      3. The “ADDITIONAL DETAILS” page simply contains additional details which can also be edited.
      4. From the “PROJECTS” page, a “Team Member” can be added to a Project:
         1. 1. Click “Related Items”,
            2. Find the relevant Project and click the “+” symbol,
            3. Choose the appropriate role, (Add as an Admin)
            4. Click “SAVE”,
            5. Note that the “User Level” has changed to “User”.
      5. From the “PROJECTS” page, a “Team Member” can be removed to a Project:
         1. 1. Find the relevant Project and click on the 3 vertical dots, (Project as Admin)
            2. Click “Remove from This Project”.
            3. Click “SAVE”.
            4. Note that the “User Level” has changed back to “Associate”.
      6. If a “Team Member” is not part of any active Project, they will automatically be demoted to an “Associate” “User Level”.
      7. A “Team Member” can be permanently deleted from the CivilPro account. However, I only bring this to your attention to explain that in most circumstances, deleting a “Team Member” is NOT recommended, as it leaves a “gap” in the CivilPro records. By that I mean anything this “Team Member” has done in CivilPro will still be on record, but all information about WHO did that action will be lost forever.
      8. Therefore, instead of deleting a “Team Member” it is generally advisable to Deactivate a “Team Member”, if they no longer need access to this CivilPro account (either temporarily or permanently).
         1. 1. Go back to the “INTERNAL” page,
            2. Right click on the appropriate Team Member,
            3. Click “Mark User Inactive”,
            4. Notice this frees up their User or Associate seat.
      9. To re-activate an inactive Team Member:
         1. 1. Open the search panel,
            2. Set “Inactive Users” to “All” (Equivalent to view all Team Members),
            3. Right click on the appropriate Team Member,
            4. Click “Mark User Active”.
            5. Notice this fills up one User or Associate seat.
8. The “EXTERNAL” tab is only used in special circumstances, that we will not be going into.
9. The “PENDING INVITATIONS” tab lists all the “Team Member” invitations that have been sent, that haven’t been accepted or actioned yet.
   1. Right click on the invitation to “Delete” the invitation or “Resend” the invitation email.

Next Tasks

• Create a Clean New Project