You and your organization have been using Team-One to collaborate, manage tasks and share files. That’s wonderful! Team-One is designed to let you do just that, simply and intuitively. And we also understand it can be challenging to be the new app’s Chief Administrative Officer! To help you manage your users more easily, we put together a list of 3 basic, yet important, things you should know and 3 things you should do in Team-One.
Know These Three Things
1. User Permissions
First things first, you need to know that Team-One differentiates between Org-level and Workspace-level permissions. In a nutshell, Org Admins have special privileges that allow them to manage the Organization and its directory of users. Workspace Admins have privileges that allow them to create or manage a given Workspace and its members. Any internal Org user can be a Workspace Admin, but very few users will, or should, have Org Admin capabilities.
Guest invitations apply only to a specific Workspace. Guest users can fully participate within the Workspace: Creating and sharing content and participating in chats, but they have no visibility to any information in the Org outside of their Workspace, including the user directory and other Workspaces.
Knowing the various levels of user permissions can help you understand what your users can and cannot do within your organization and its Workspaces. Make sure that you set them up with the correct role to ensure they can do what they are supposed to in Team-One.
2. How to Manage Users
As an Org admin, you manage your Team-One directory of users. Only Org Admins have these permissions and rightly so: The appropriate addition of users is key to the security of your Org’s information and part of the implementation of the your Org’s policies for acceptable use of Team-One.
Click on your Organization’s name, then select “Manage Organization” from the drop-down. Switch to the “Manage Members” tab. Here, you can invite new users, deactivate existing ones or update users’ permissions. Once you know what the different user roles are, managing them is not difficult at all.
3. How to Add Integrations
Chances are that your team is going to use one of the many pre-built integrations Team-One offers. Why wouldn’t you connect your Salesforce, Marketo or Jira accounts to the place where you get work done? To set up any of these integrations, and many more, including webhooks, click on the “Manage Integrations” icon in the bottom of the nav bar. Select any of the available integrations and follow the setup instructions.
Most Definitely Do These Three Things!
1. Leverage Naming Conventions
One of the most useful things you can do for your Team-One users is establishing a naming convention for Workspaces. Of course, you’ll have to consistently apply and reinforce them, too.
Advise your users to create Workspaces with specific, comprehensible names that logically follow a team’s project or purpose. Indicate the project’s date to distinguish different iterations and help future searches. (For example, “Q1 Connect Event - Melbourne”...This means that “Workspace 03122017” or “John’s Workspace” will not make the cut for good Workspace names.)
If you have Workspaces for your clients and vendors, especially with Guest users, we recommend that you indicate that in the Workspace name, like “Client - Acme” or “Vendor - InkPrint”. Other internal Org users will appreciate the heads-up that external parties are in the Workspace.
Clear, concise and logical naming conventions make searching for team activities much easier for your users! Just remember, the key is to be consistent!
2. Establish Team-One Best Practices in Your Team
Depending on how, and for what, your team uses Team-One, you can introduce different best practices. To jumpstart your list, we have a few useful suggestions:
- Bookmark the Product User Guide: As you introduce new users to the app, refer them to the Product User Guide, so, in the future, they can immediately find answers to their questions.
- Share the Admin role: When adding a new Workspace, the creator should assign Admin privileges to at least one other Workspace member. It is easier to manage a Workspace when you don’t hold the reins all by yourself.
- @all is not for all chats: The @all mention can be very useful to keep team members updated...however, alerting the entire crew is not always necessary. As a Team-One Admin, you should talk to your users about the instances when using @all in chat is appropriate.
3. Use Workspace GroupsWorkspace Groups allow you to organize and categorize all Workspaces in your organization. Assigning all Workspaces into Workspace Groups, and asking your users to do the same, will make working within Team-One much simpler. Group your Workspaces into categories based on departments, such as Sales, Operations, or Marketing.
We know your job as an Admin is not easy. But with these tips, you can quickly make improvements to your users’ experiences in Team-One and minimize their dependence on you. Log in to Team-One to make your changes today!