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These functionalities are only available to Organization Admins i.e. users that have Manage & Edit access to the Settings phase |
Inviting Users:
1. Navigate to settings > Organization Settings > the users tab
2. Click Invite New User on the right side of the page above the user list search bar
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3. Fill out user details
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(first name, last name, email)
4. Click Save. This will send the new user an invite via email. Remind new users to check their spam folder if they can't find the invite!
Note: Since the email is the user’s username, it also must be unique among the entire EverBright user base. If a person is (was) a user in two or more organizations, that person must use a different email for each organization. It is not possible to delete a user from an organization, owing to the fact that the user may be involved in legal documents, so the best practice to to create a new email each time an individual needs to be added as a user in a new organization.
Deactivating Users:
To deactivate a user follow these steps:
Navigate to settings > Organization Settings > the users tab
Select the user from the list that is being deactivated
Uncheck the status checkbox, when it is unchecked the label will switch from “Active” to “Inactive”
Click Save
Setting User Permissions
To give an invited user permission (or edit permissions for an existing user) click + Add a Team to add a new
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team.
If a user is not added to a team, that user will see a blank screen on login and likely think that something is wrong.
A list of choices based on existing teams will then be available to choose from. Once a team is chosen, give the user "Manager" or "Can Edit" permissions by checking the corresponding boxes.
In this example, a user is being added to the sales team as a rep (non-manager) - they will be able to create and view their own jobs. To give more granular permission, use teams that limit the number of phases to a smaller set. Sales covers all phases from address to proposal.
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Click "Remove" to remove a person from a particular team.
Note: if a user has accepted the invite to join EverBright but has not yet been assigned to a team, they will be unable to load any phases of their organization’s projects. Furthermore, the pipeline page will appear blank. In order to remedy this, an Organization Admin with Manager permissions to the settings phase must assign the user to at least one team with specified permissions in order to grant access.
Can I edit User Settings so a user only has access to his/her own jobs?
Yes! For any team, a user will only have access to other jobs if the "Manager" checkbox is checked. To ensure a user only has access to his/her own jobs, make sure that the Manager checkbox is turned off, and only the Can Edit checkbox is checked.
To do this, follow these steps:
Under the Users tab, select the target user (this also applies to adding a user).
If it's an existing user, click Edit (on the upper right side of the screen). If inviting a new user, make sure the Settings under Teams is as specified below.
Under Teams, ensure that Manager checkbox is left blank and the Can Edit? checkbox is checked (highlighted on the screenshot below).
Click Save on the upper right side of the screen.
Teams
Teams are a collection of functions (or phases) that a given team should have access to. The "Manager" and "Can Write" permissions are granted at the user level - teams specify the phases that can be accessed.
For example, the sales team has access to view all phases - from address to proposal. The address team only has access to address. A new team could be created, maybe a canvasing team, that has access to address and contact. When adding users to teams, they are only given permissions to the phases enabled within the team (shown in blue below). However, if someone is a member of multiple teams, their visibility will include any phase that is enabled on any of their teams.
Admins can use the teams available out of the box, modify them, or create their own.
Determining Access
Once team phases are set up, add users to the teams and determine their level of access on two levels -
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Manager vs. Rep and Read Vs. Write.
Manager vs. Rep permissions:
a user that does not have manager selected will only have access to jobs that they created or that have a phase directly assigned to them
a user that does have manager selected will have access to all jobs included in the above bullet and all jobs that are owned by their organization and a phase that they manage is open.
Note: that manager permissions take precedence over rep, so if someone is a member of two teams and has manager access to a phase in one and non-manager in another, the user will be able to manage that phase.
Read vs. Write permissions:
a read user is able to see all of the data that they have permission to but cannot make any updates/changes
a write user has all of the above bullet and is able to make changes
Note: that write permissions take precedence over read, so if someone is a member of two teams and has edit access to a phase in one and not in another, the user will be able to edit that phase.
Please note: That there are some permissions that require users to be a write manager, primarily in settings. Users have to be a write manager in order to edit defaults settings for their organization. This includes things like commission models, dispositions, equipment, project cost controls, proposal templates, and most organization settings (i.e. teams, users, etc).
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