Join and manage a project team

Maptionnaire_process__1_.png

The Basics:

What is a team?

In order to use Maptionnaire, you need to be in a team. It is the workspace where you can create and manage questionnaires, pages and other resources. 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 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 (address) that 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 extra 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 you first). Once they have  sent the invitation, a red dot will show up next to your user name when you log in to Maptionnaire (see image below). Please note that you will not be sent an email notification about the invitation! 

    a_anotification.png

  3. You can accept the 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:

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:

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

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:

User rights

User rights related to team management:

  • View team, Deactivate team, Delete team = These give the right to view the team and all information related to it and to deactivate (essentially archiving, means that the team cannot be used until it is restored) or delete it.
  • Edit profile = You need this right to be able to edit the profile of them team, e.g. its title and description. These will also affect the content of the public front page included in the Webpage Builder module.
  • View license = You are able to see the license(s) and subscriptions that your team has.
  • View access = You are able to view the different access permissions that different members of your team have.
  • Modify access = You are able to modify the access permissions.
  • View members = You are able to view members in your team and what roles they have been assigned.
  • Add members, Remove members = You can invite new members to your team or remove members from your team.
  • View subgroups, Modify subgroups = You are able to see information related to the subgroups of this team and modify them.
  • View logs = This means that you can view the auditing logs of the team. These record all actions taken within the team and can be used to track who has done what within your team. You can find these logs (Download event logs) under the Reports tab in team settings.

Please note! The user permissions above control access to the team. As such, we recommend to reserve these rights only for those users who are to be administrators of the team. To be able to invite new members to the team, a user must have at least the View team, View access, Modify access, View members and Add members user permissions.

User rights related to content production and management

Resources in this context mean both the questionnaires and the files uploaded to Materials (e.g. images, map files, documents...)

  • View resources = View questionnaires and materials
  • Delete resources = Delete questionnaires and materials.
  • Transfer resources = Transfer questionnaires and materials between teams and subgroups.
  • Edit resources = Edit questionnaires and materials.
  • Translate resources = Use the translation tool to translate questionnaires and materials used in them.
  • Publish questionnaires = Publish questionnaires
  • View responses = View the results data gathered with the questionnaire, i.e. the Excel results file and analysis tool.
  • Edit responses = Edit the results data, e.g. hide test results from the final results data and the analysis tool.
  • View reports = View reports related to the questionnaires (these can be found in team settings under the Reports tab).

User rights related to the Webpage Builder module:

  • View pages = View pages created with the Webpage Builder.
  • Edit pages = Edit these pages.
  • Publish pages = Publish these pages.
  • Delete pages = Delete these pages.
  • View moderation = If you have included the commenting feature in your pages, this setting allows you to view the actions of the moderator.
  • Moderate comments = If you have included the commenting feature in your pages, this setting allows you to moderate the comments left by the public.
How is the Teams module different from a team?

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

Creating subgroups (Teams module)

It is important to understand that subgroups are not a file organization system for the content you create with Maptionnaire. Rather, they are a way to manage the people working within your organization and to ensure that not automatically have access to all information across departments, which they may not be authorized to view.  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.

How to create a new subgroup

Before creating a new subgroup, think about whether you need one. Remember that the Teams hierarchy is not intended to be a tool to organize your projects, but to organize the people working in them. If the same project group is to use the same materials (such as images and maps) in multiple projects or questionnaires, it may be more efficient to do all this work within one team or subgroup. You cannot move materials between teams or subgroups. However, if you create a subgroup for a team, all team members will be automatically granted access to the new subgroup.

In the example below, both groups below Imaginary City are subgroups. You can view the settings and members of subgroups by clicking Team settings.

team_settings_access.png

To create a new subgroup, you must have the right to do so. You can see whether you have this right from your team's details, under the Members tab. 

To create a new subgroup, simply click the Add subgroup button in the Subgroups tab. Give the group a name and a description and click Save. Then you can start creating content under the new subgroup and inviting new members. All members of a team or a subgroup that has a subgroup will automatically inherit rights to that subgroup. However, you need to confirm what email domains members will be using to log in separately.

aaa_add_subgroup.png

Frequently Asked Questions:

What is the difference between registering with my email address or via my Google or Facebook account?

The Google and Facebook account registration options are reserved for the respondents. If you are using Maptionnaire as part of an organization creating a questionnaire, you should always register with an email address. Remember to use your organization's email domain for the registration.

I'm working on a Maptionnaire project and have used my Gmail / Outlook / iCloud / Hotmail etc. account to register. Now my colleague is telling me that I cannot be invited to a team. What's wrong?

When we create a team for a project, we create a list of approved email domains that members should use to register. This is to keep project teams as secure as possible. For this reason, we very strongly recommend that you only use your organization email to register to Maptionnaire as a project worker. It is possible to add several approved email domains to your team's list, but again, due to security reasons we advise very strongly against adding public email domains such as Gmail or Outlook on the list. Please note that we will charge a small fee for each extra domain added to your list.

How do I create a project team?

When you first begin using Maptionnaire, we create a team for you and send out the first team invitations. This will usually be completed before the training (onboarding) session.

If you are looking to use Maptionnaire in several project teams and would therefore like to create more teams / subgroups, then the Teams add-on is for you. For more information, please see our product page and contact our sales team

I've been invited to a team but haven't received an email notification about it?

You won't be sent an email notification about invitations, but should login to see if you have received any. If you have an invitation, you will see a red dot next to your username in the upper right corner of the screen. 

a_anotification.png

I tried to invite my colleague but I can't send the invitation. What's the problem?

There could be many reasons behind this:

1. Your colleague has not registered yet

Check that your colleague has registered to Maptionnaire. They need to have registered and confirmed their email address before you can send them an invitation. Remember to also check that the spelling of their email address is correct!

2. Your colleague's email domain is not on our list of approved domains for your project team

Check from your colleague whether they used their organization email to register. When a license to use Maptionnaire is purchased, we ask you for the email domains (e.g. @maptionnaire.com) that you will be using (usually an organization domain). We then enable your project team to use Maptionnaire with email addresses in these domains; this is done for security reasons. Therefore if you are using an email address with a domain that has not been approved, the system will not allow you to send an invitation to it.

3. You don't have the right to invite people

Check that you have been assigned the right to invite people. You can do this by logging in to Maptionnaire and by viewing your project team's settings. You can find out what your role is under the Members tab, and check which rights have been assigned for that role under the Roles tab. If you find that you don't have the right to invite people, you can ask one of the admins in your project group to grant you that right.

If none of the above problems are the issue and you still can't send the invitation, please send us a support request on this website or contact support@maptionnaire.com.

Please remember that when you send an invitation to a person, they do not receive an email notification. Instead, they should check for pending invitations by logging in to Maptionnaire.

I've changed the permissions associated with a role, but my colleagues who have this role haven't received this new permission. What's the problem?

After each change to a role, you need to re-assign the role to the person under the Members tab. To do this, click the arrow symbol to expand a member's settings view, choose the role again from the drop-down view and click Assign

I forgot my password and am trying to reset it. However, I am not receiving the reset email. Why is this?

If you don't receive a reset email, remember to first check your junk mail folder. Also make sure that the email you resent the link to is correctly spelled and that it is the email you used to register to Maptionnaire. A reset link can only be sent to an email address that is already in our system. 

If this does not help, please contact us at support@maptionnaire.com

Next steps

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

Was this article helpful?
0 out of 1 found this helpful

Comments

0 comments

Please sign in to leave a comment.