How to access and manage your teams

What is a team?

In order to use Maptionnaire with any license, you need to be in a team. It is the workspace where you can create and manage questionnaires, pages and materials. When your organization first begins using Maptionnaire, we will automatically create a team for you and invite you to join it. Every team member is assigned a role, which determines what they can view and do in Maptionnaire. In comparison to the old version of Maptionnaire, where only one person could edit a questionnaire at a time, this new team structure allows you to work in a project team in a much more effective way.

The advantages of a Maptionnaire team:

 Control and access— Assign different permissions and access levels to different project workers.

 Increased collaboration— Make it easier to share information within your organization

 Reliability—Convenient permission sharing allows you to cope with changed situations.

How is the Teams module different?

If you would like to use Maptionnaire for several projects and with various project groups, then the Teams module is for you. The Teams module allows you to create subgroups, thus enabling the building of a more complex and extensive organization structure. Everyone in a main team automatically inherits access to any subgroups under it, but you can also restrict project workers' access to specific subgroups. Any materials (maps, images, documents...) uploaded to a team or a subgroup are only available in that specific group.

team_hierarchy.png

How do I get invited to a team?
  1. Register to Maptionnaire (at new.maptionnaire.com) using your organization email. Confirm your email address. You cannot be invited to a team before you have registered to Maptionnaire.

    Multiple email domains in one project

    When we first create a team for you, we will ask you for the email domain members will be using to register. If your team includes members from multiple organizations, we can also add their email domains to your list of accepted domains for a small fee.

  2. The admin of your Maptionnaire Team sends you an invitation to join the team (if your organization is only just beginning to use Maptionnaire, we will invite the admin). Once they have  sent the invitation, you will receive a notification in Maptionnaire — please note that you will not be sent an email notification about being invited to join a team! You can check for invitations by logging in to Maptionnaire. If you have pending invitations, you will see a red dot with a number (of invitations) next to your username in the upper right corner. 

    a_anotification.png

  3. You can accept your invitation by either clicking the dot or by choosing Manage teams from the drop-down menu. You will then be taken to the Manage teams section, where you can accept the pending invitation by clicking the button that says Accept invitation.

    a_accept_notification.png

You can also view this information in video format:

Manage teams and Team settings

Manage teams is the section where you can view and manage your team members and roles. Your rights to manage the team depend on the role that you have been assigned and the license that your organization has purchased. You can access the Manage teams menu from the drop-down menu that opens below your username in the upper right corner (please see images above). The teams and subgroups available for you are shown on the screen. You can change the team's settings by clicking Team settings and navigating to the right tab under which the settings are organized.

You can always see what team you are working in from the upper left corner of the page (see arrow in the image below). If you belong to more than one team, the drop-down menu that opens when you click the team name will also show your most recently visited teams and subgroups, thus enabling you to move easily between them.

aa_team_left.png

How to invite new members to a team
  1. In Manage teams, go to Team settings and choose the Members tab.
  2. Click Invite member and type the email address of the person you want to invite. Please note that the person being invited has to be registered with their organization email to Maptionnaire before an invitation can be sent.

    Multiple email domains in one project

    When we first create a team for you, we will ask you for the email domain members will be using to register. If your team includes members from multiple organizations, we can also add their email domains to your list of accepted domains for a small fee.

  3. Assign a role for the new member (this can be modified later).
  4. Click Invite member below the email field. The invitee will be able to accept the invitation following the instructions above.

    members.png

    members_invite_member.png

You can also view this information in video format:

User roles

Each member of a team has to have a role, which defines the access they have in the project group. The currently available default roles are:

Admin
Complete set of permissions
Producer
Permissions to create questionnaires and pages and to upload materials
Moderator
Permissions to moderate discussion on a project web page
Translator
Permissions to view and translate questionnaires and project web pages

Roles are defined when a member is invited to a team, but they can also be changed later. This can be done under the Members tab by picking the new role from the drop-down menu under the member's name and clicking Assign.

You can manage the permissions related to a role under the Roles tab (as shown in the image below). To add or delete permissions from a role, simply (un)check the boxes and click Save. Remember that if you made changes to a role that has already been assigned to team members, you need to re-assign the role to them following the steps described above.

You can also create custom roles (click Add role and follow the instructions).

roles_settings_example_expand.png

You can also view this information in video format:

Next steps

Now that you know everything about project teams, you can start creating questionnaires.

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