Tutorial Categories

Team Manager Tutorial

Team Manager General Info	Team Management Screen	Editing your Team	Roles
What is it?	Viewing Your Teams	Member Tab Explanation	Standard Roles
When would I use one?	Viewing Other Teams	Owned Projects Tab Explanation
What can they do?		Adding Users to your Team
What CAN'T they do?		Removing Users from your Team
Do they need to have project access?		Assigning Team Managers

What is a Team Manager?

A Team Manager is a user that has been assigned to manage other users on their team. If you're an Account Administrator, please see USERS.

When would I use a Team Manager?

Having a Team Manager on your team gives you the option to have a "team lead" that can add and remove users from their specific team, and allow them to reallocate roles to their users. This can be helpful when you don't want your team lead to have access to all users, but just to manage the ones on their team. This can be especially helpful if you have a large company where not all the employees are in the same location. You can then provide site managers access to edit their teams without giving them access to other teams and users.

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What can a Team Manager do?

Add existing users to your team
Remove users from your team
Create new Team Managers
Change roles of users on your team

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What CAN'T a Team Manager do?

Reset passwords
Create custom roles
Add users to SurveyGizmo
Manager users outside their team

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For Admins: Does the Team manager have to be able to access surveys/projects?

Nope! The Team Manager doesn't necessarily need to have access to any of the projects in SurveyGizmo. You may just want to have a Team Manager that can add or remove users from your team as needed.

If you do not want your Team Manager to be able to access any surveys, when you create or edit their user, be sure to change their role to "No Access". This will make it so they do not have access to anything by the "Manage My Team's" link.

For more information on roles, please see ROLES.

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How do I access my Team Management screen?

In order to view or make changes to your team, you'll be using the "Profile" option in the upper right hand corner of your screen.

Viewing Your Teams

Step 1: Go to Profile

Step 2: Click on "Manage My Team"

To see what options you have when viewing your team, please see below:

Your Team management screen will be broken up into 4 sections:

A: Team Name: This column will provide you with the ability to edit your team, view the team name, and color assigned to it.

B: Members: This column indicates the number of users you have in your team.

To view them, click on the icon to the left of the team name.

C: Team Manager: This column will indicate who the Team Managers on your team are, as well as their avatars. If you hover over the avatar, it will provide you with their screen name.

TIP: If you're the only Team Manager for this team, you will only see your own avatar.

D: Only show the team I manage: This option is on by default, and will only display the teams you currently manage.

TIP: If you remove the check next to the option, it will show all other teams on your account.

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Viewing Other Teams

To view other teams, you can click on the small next to the team names. If you hover over the avatar in the Team Manager column, you can also see who manages that specific team. This can be helpful if you need to get in contact with that Team Manager for any reason.

NOTE: If you'll notice, the person logged in above is only a Team Manager of Team 1, which is why there is a icon to the left of it (this means you can edit the team) If you are not the Team Manager of another team, you'll see a magnifying glass icon: (which means you're only able to view it).

To View Another Team:

Step 1: Go to Profile-->Manage My Teams

Step 2: Remove the check next to "Only show the team I manage"

Step 3: Click on the icon to the left of the team you'd like to view

Step 4: Look over the team. It will display all users associated with this team

Step 5: Click the "Close" button once you're finished

A: Team Name: This section will provide you the name of the team you're viewing, as well as the color associated with it.

B: User: This column will provide you all users associated with this team. It will provide their screen name, avatar, and a checkmark under the column if they are a Team Manager.

C: Role: This column will show what role a particular user is assigned to. For more information on roles, please see ROLES.

D: (On Other Teams): This column will indicate which teams a particular user is associated with.

TIP: If you hover over the colored circles, the team name will appear.

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Editing your Team

As a Team Manager, you have the power to edit and manage the users on your team. This section is designed to explain exactly what options you have, and also how to implement them!

Step 1: Go to Profile-->Manage My Team

Step 2: Click on the icon to the left of the team you'd like to edit

MEMBERS TAB

When editing your team, keep in mind there are several actions you can perform.

A: Team Name: You can change your team name here if you need to (please make sure to use names not already in use).

B: Team Color: You can change the color associated with your team.

Tip: If you click on the small colored circle, it will bring up a palette for you to choose a color from (appearing on the upper right). You can also use an HTML Hex code if you'd prefer. Just type it into the field next to "Gizmo".

Tip: If you hover over the colors in the "Currently In Use" section, you'll be able to see what teams are already assigned to what colors.

C: User: The "User" column will show you the users assigned to your team. It will display their screen name, email address, and allow you to remove their user from your team (if they're eligible).

D: Team Manager: This column will allow you to select a Team Manager.

E: Role: This column allows you to edit the role a specific user has. For more information on roles, please see ROLES.

F: (On Other Teams): This column will show you what other teams your users are on.

TIP: If you hover over the small colored circle, it will display the other team names.

G: Add Team Member: This option will allow you to add an existing user to your team.

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OWNED PROJECTS TAB

This tab will allow you to view the name of the projects that your team has access to. In the right most column, it will also display the status of each project.

TIP: If you click on the project title itself, it will open up a new window that will take you directly to the Monitor tab of that project.

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Adding Users to your team

There are various reasons as to why you would need to add new members to your team. You may have someone transfer into your department, get a new hire, or may just need some collaboration help from somewhere else in the company. No matter what the reason, it's quick and easy to add an existing user to your team.

NOTE: You can only add users that already exist on your SurveyGizmo account. If you need a user created, contact your Account Administrator.

Step 1: Go to Profile-->Manage My Team Step 2: Click on the icon to the left of the team you'd like to edit
Step 3: Click on "Add Team Member"
Step 4: Choose a user from the drop-down list Step 5: If you want them to be a Team Manager, click the small checkbox in the column
Step 6: Choose their role TIP: for information on roles, see ROLES Step 7: Click the "Save Changes" button

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ROLES

A "Role" in SurveyGizmo is a preset selection of PROJECT PERMISSION's that you can use to allow specific users to have much more customized access to different parts of the application (editing a survey, deleting responses, etc). We have set up 5 standard roles for you which are defined below, but you can also create your own custom roles.

Think of roles as if they were your user's job within SurveyGizmo. Let's say you have a user who's whole goal is to go into your survey after all the data has been collected, and run reports and exports on the data so they can present it to your company. Their "Role" in SurveyGizmo would be a "Reporter" (for more info, see Standard Role: Reporter). This Reporter role gives them the permissions they need to be able to do their job. It allows them to access the reporting and exporting tabs, without giving them unneeded tabs like "Edit" and "Publish" which don't fall within the realm of their job.

Each PROJECT PERMISSION is unique, and if you need your user to only have access to viewing reporting and exporting, you can do so using these permissions. While a Team Manager cannot set up roles, you can have your Account Administrator do so for you.

Standard Roles: We've set up 5 standard roles for you. Editor, Publisher, Reporter, Tester, and No Access. Please see Standard Roles for more information.

Custom Roles: These are roles that have been created by your Account Administrator to allow you to assign many more specific permissions to your users. If you need to know more about custom roles, or need one built, please contact your Account Administrator for more information.

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Standard Roles

Editor	An Editor has access to absolutely all parts of the SurveyGizmo application. They can do everything from create surveys, to delete responses. This role is meant for users that will be working with the SurveyGizmo application all the time, and need access to all of its features.
Publisher	The Publish role allows you to test, publish, and change the themes on your survey as well as do any sort of reporting and exporting that needs to be done. The only restrictions it has are, they cannot create, modify or delete a project, and they cannot modify or delete responses.
Reporter	The Reporter is limited to testing the survey, managing all of the reports, exports, and individual responses. It does have the ability to modify or delete responses, but cannot create, modify or delete whole projects. It also does not have the ability to change themes, or publish the survey.
Tester	A Tester only has access to our testing tools. They will not be able to do anything with the survey except for run, send out, and delete test data.
No Access	The No Access role is exactly what it sounds like. This user will have absolutely no access to changing anything in your projects. This role is best used with Account Administrators or Team Managers when you do not want them to be able to access or modify your survey projects, but you do want them to be able to access/manager account issues such as users, teams, and roles, account information or billing.

If you're looking for more information regarding the individual Project Permissions listed above in the images, please visit:

https://support.surveygizmo.com/entries/20928147-teams-and-roles#projectpermissions

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Removing Users from your Team

For one reason or another, you may need to delete a user from your team. You can do so very easily, but please note, there are certain users you cannot delete. You can identify these users by the next to their names.

REMOVING USERS

Step 1: Go to Profile-->Manage My Team

Step 2: Click on the icon to the left of the team you'd like to edit

Step 3: Click on the next to the user you'd like to delete

Step 4: Click "Save Changes"

NOTE: If you remove a user from a team, the surveys they have created will still be visible by members of their original team but not by the user who created them.

USERS YOU CANNOT DELETE

TEAM MANAGER You cannot delete yourself from your team. In order to do so, you'll need to contact your Account Administrator.
USERS ON ONE TEAM You cannot delete users that are not assigned to multiple teams (so you don't lose them in the void).

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Assigning Team Managers

You may be going on vacation and need someone to manage your users while you're on vacation, or maybe you just feel like you need another Team Manager available at any given time. You can easily assign another user as a Team Manager by following the steps below.

Step 1: Go to Profile-->Manage My Users

Step 2: Click on the icon to the left of the team you'd like to edit

Step 3: Check the box in the column next to the user you'd like to assign as a Team Manager

Step 4: Click "Save Changes"