My Teams

Purpose 

The ‘My Teams’ page provides users with an overview of the teams they belong to, whether as a Team Administrator, Team Manager, or Team Member. It serves as a central hub for managing team memberships, user access, and a few administrative functions without having to require administrator privileges. 

Users can navigate to this page via the Username dropdown > My Teams.

Key Features & Functions

• Teams Overview – The ‘My Teams’ page lists all teams that a user belongs to along with user’s membership type.
• User Management – Team administrators and managers can onboard, offboard, and modify members belonging to a team.
• Granular Access Control – Provides just the needed access to team members.
• Managing Security Groups – Administrators can create and assign security groups to users and deactivate them when they are no longer required.
• Centralised Sharing & Reporting – Enables team administrators to run, clone, and schedule filtered reports to other users.
• User Invitations & Account Management – Administrators and Managers can invite new users, manage team user access, and unlock locked team member accounts.

Important Notes

• Users should belong to a team to access the teams via My Teams.
• Team Administrators and Team Managers can perform extended functions within their assigned teams (see below).

Overview of Team Memberships and their Permissions

This guide provides a breakdown of team roles and the permissions that come with each type of team memberships. Roles are organised from the least to most privileged.

• Team Members have the most basic permissions. They can only view other team members and see their membership types but cannot change any settings or user roles.
• Team Managers have more access than team members. They can add or remove users, upgrade user memberships, edit member details, export team data to a CSV, unlock locked user accounts, and manage team roles.
• Team Administrators have the highest level of access. Along with all the Team manager’s permissions, they can manage ‘Default’ security groups, create new security groups for more granularity, and clone reports for users.

This setup helps ensure that each role has the right level of access based on what they’re responsible for.

Step by Step Guide To Access a Team Record

This guide is for or all Team Membership Types. 

Team Member

A Team Member can view a complete list of all team members and their membership type when they view a team that they belong to.

Team Managers

Team Managers (and Team Administrators) can perform the following functions when they access a team record page:

1. Onboarding Users to the Team

1. Click ‘Onboard’.
2. Select Users from the dropdown and assign appropriate Security Groups/Roles.
3. Choose a membership type and save the user to the Team.
   
   
   
   

2. Inviting New Users to the Team & System

 Note: ‘Invite User’ feature must be enabled by CGR personnel in Settings

1. Click ‘Onboard’ > ‘Invite User’.
2. Fill in required fields.
3. Click ‘Send Invite’ – Fill in required fields (e.g. First and Last names, etc.), tick inside the ‘Send Invitation’ box, and save.
4. The user will receive an email prompting them to log in to the system. Until they do, their status will appear as 'Pending,' indicated by an orange clock icon.
   
   

3. Offboarding Team Members

1. Click the three dots (…) next to the team member.
2. Select ‘Offboard’, then click the ‘Offboard’ button.
3. Additional actions:
   1. Deactivate the user system-wide, if they no longer need access to the system.
   2. Delink any existing Security Groups before offboarding to ensure security and prevent unauthorised access.
      
      

4. Upgrading/Downgrading Team Membership for Users

1. Click the ‘Edit user’ icon.
2. On the ‘Edit Member’ form, select a Membership Type that is currently suitable for their role.
   
   
   

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5. Editing Team Member Information

1. Click the ‘Edit’ icon to the right of the user (as pointed in above screenshot).
2. On the ‘Edit’ form, update fields that require a change, and save changes.

6. Exporting a CSV of Team Members

1. Click ‘Export CSV’ on the Team Show View.

7. Unlocking User Accounts (for users which belong to the Team)

Locked team member accounts will be listed on Team Show View with an orange lock icon below their names.

1. Edit the user form and click ‘Unlock Account’ option listed at the bottom.
   
   
   

8. Updating Security Groups for Team Members

1. Click the ‘Edit’ icon to the right of the user.
2. On the ‘Edit User’ form, update the ‘Security Groups’ to provide new access (or) remove existing permissions and save the user.
   
   

Capabilities of Team Administrators

Apart from all the above functions, Team Administrators can perform the following additional functions:

1. Define Security Groups that should be ‘Default’

1. Navigate to the Security Groups tab.
2. Click the ‘Edit’ icon to the right of a Security Group.
3. Tick the Default checkbox – These groups will be pre-selected when adding new roles to the team. If user centric setting is enabled, the default security groups will be listed on the user onboard popup by default.
   
   

2. Configure Lookups for the Team 

     Note: Lookups can be configured only if ‘Scope Lookups’ is enabled in settings.

1. Navigate to the Lookups tab.
2. Tick inside the lookup options that apply to the team.
3. Click ‘Add’ to create new lookup options tailored for the team.
   
   

3. Clone & Schedule Report Templates for Other Users

1. On Report Output form, click ‘Manage > Save as Template’.
2. Specify users in the ‘Clone and Schedule’ field to clone the template for them.
   
   

4. Create New Security Groups to Provide Granular Access 

1. Navigate to the ‘Security Groups’ tab and click on the three dots to the right of a security group that is assigned to the team.
2. Select ‘Add Security Group’ from the menu.
3. Specify a title and choose only the necessary policies to define the new Security Group.

Creating a custom security group this way allows for more granular access compared to the original group it was based on.

Common Issues & Troubleshooting

I cannot access any registers even though I belong to a team. 

You must be explicitly assigned to a security group linked to the team to access the registers.

I cannot see all users while onboarding.

This could be due to user scoping being enabled in the settings. If so, you'll only be able to view only those users assigned to your teams for onboarding.

I cannot see any teams under 'My Teams'.
You may not have been added to any team. Please check with your team or system administrator to verify your team membership status.

Can I remove a user’s access from the system entirely?

Yes, when offboarding a user, select the ‘Deactivate’ option. This will offboard the user from the team, while also remove his access entirely from the system. This option should be used only if the person is no longer required to access the system.

Where do ‘Default’ Security Groups apply?

The Security groups that are marked as ‘Default’ are pre-selected while onboarding the user into the team.