What are Team Members?
Team Members represent members of your own business organization, which are assigned a role in order to grant them access and control of certain areas and processes on the platform.
Who can interact with this?
Only members in your business with the Administrator role will be able to view the Team Members page and perform the actions outlined in this article.
How to Create a Team Member
Step 1. Log in to Engage
Step 2. Navigate to Network, then Team Members
Step 3. Select the ‘New team member’ button in the top right-hand corner and a form will appear.
The fields, first name, last name, job title, and at least one method of contact are mandatory, we recommend using an email address as it will make it easier when inviting them to join the Engage platform.
Important:
Team members will require a unique email address for each business context they try to access on Engage. Users won’t be able to use the same email address to access a different business context.
Step 4. Assign at least one or multiple roles to your new team member. To find out more about roles, please read the section Team Member Roles.
Step 5. Save your new Team Member by selecting either 'Create', or 'Create and Invite'.
The first option, Create, will simply add your team member to the list and will allow you to use them across vacancies and placements without them being notified. The second option, Create and Invite will send the team member an invitation email with a link to create their account and password in order to access the Engage platform.
Team Member Roles
Roles dictate what a user can see and do on the platform and depending on whether you are an End Hirer or an Agency, you will have slightly different roles. The table below details all the privileges each role has:
- Can accept workers on vacancies assigned to them
- Configure vacancies
- Approve timesheets assigned to them and create missing ones
- Can view and configure all vacancies
- Accept workers on vacancies
- View reports
- View all timesheets, approve the ones assigned to them and create missing ones
- Access invoices
- View and edit all placements
- Can only approve timesheets assigned to them and create missing ones
- View placements
- Can view all timesheets and create missing ones
- Access invoices
- View and create Allocations & Statements
- Approve, configure and view all vacancies
- Has access to placements
- View all timesheets and approve and cancel the ones assigned to them, create missing ones
- Access to Preferences (notifications, pay types, business information, documents setup)
- Access to reports (including PO reports) and invoices
- View and create Allocations & Statements
- View, create and approve payments
- Can invite team members, create contacts
- Configure vacancies
- Create missing timesheets
- Create contacts, invite team members
- Has access to placements (cannot view all placements)
- Configure vacancies and payment terms
- Access to reports (including Worker Engagement report)
- Approve and cancel timesheets assigned to them as well as create missing ones
- Access to invoices
- Create contacts and invite team members
- Access to placements (cannot view all placements)
- Configure and view all vacancies as well as ability to set payment terms
- Access to reports (including Worker Engagement report)
- View all workers
- View all timesheets and create missing ones
- Access to invoices and ability to create and configure them
- Supplier invoice generation
- Access to preferences (notifications, documents setup and business info)
- Create contacts and invite team members
- View all placements
- View and create payments
- View and create allocations and statements
- Configure and view all vacancies as well as ability to set payment terms
- Access to reports (including Worker Engagement and Margin reports)
- View all workers
- View all timesheets, ability to cancel them and create missing ones
- Access to invoices and ability to create and configure them
- Supplier invoice generation
- Access to preferences (notifications, documents setup and business info)
- Create contacts and invite team members
- View all placements
- View, approve and create payments
- View and create allocations and statements
- Configure and view all vacancies as well as ability to set payment terms
- Access to all reports
- View all workers
- View all timesheets, approve and cancel the ones assigned to them and create missing ones
- Access to invoices and ability to create and configure them
- Supplier invoice generation
- Access to preferences (notifications, documents setup and business info)
- Create contacts
- Invite team members, view and manage the whole team
- View all placements
- View, approve and create payments
- View and create allocations and statements
How to Search for Team Members
Once a team member is created, you will be able to use the Search bar to find them by using any data associated to them. You will also be able to track their last sign-in and status, such as Invited, Active, Password Lockout, etc.
Team Member Status
Team Members can have 1 of 5 different statuses, which describe various platform processes:
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Not Invited → The Team Member has been registered on the platform but do not have access to it as they have not been invited to join.
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Invited → The Team Member has been invited to join the platform via email, which contains instructions on how to create their account and password in order to access the platform.
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Deactivated → The Team Member has been deactivated by an Admin member and they will no longer be able to login and access the platform.
-
Active → The Team Member has logged into the platform at least once. Below this status the platform will also show the last time they signed in.
-
Password Lockout (Reset Password) → The Team Member has been locked out due to too many failed login attempts or the user has been Reactivated and hasn’t created a new password.
Editing Existing Team Members
If you ever need to change access or update a Team Member’s personal information, you can edit it by following the steps below:
Step 1. Hover over their name
Step 2. Select the three-line menu
Step 3. Select Edit User. This will open the edit modal where you’ll be able to make any adjustments.
Step 4. Save your changes by selecting Save Team Member.
Locked Out Team Members
If a Team Member cannot access the Engage platform it’s probably because they have not been invited to join the platform or they have had too many failed password attempts. In order to unblock them, follow the steps below:
Step 1. Hover over their name
Step 2. Select the three-line menu
Step 3. Select Invite User or Reset Password. Each option will send an email to that user with instructions on how to create their account or reset their password in order to regain access to the Engage platform.
Deactivating and Reactivating Team Members
If for any reason you ever need to remove access to the platform from a Team Member, you can Deactivate their account by following the steps below:
Step 1. Hover over their name
Step 2. Select the three-line menu
Step 3. Select Deactivate User
Step 4. Confirm that you want to Deactivate them by selecting Deactivate.
This action will lock out that user and prevent them from accessing the Engage platform. Deactivated users are hidden by default, to see all your deactivated users simply de-select the Hide Deactivated Users toggle.
To reactivate a Team Member:
Step 1. Hover over their name
Step 2. Select the three-line menu
Step 3. Select Reactivate User
Step 4. Confirm that you want to Reactivate them by selecting Reactivate.
When you Reactivate a user, the Engage platform will automatically email them with instructions on how to reset their password in order for them to regain access to the Engage platform.
Downloading Team Members Report
Managing Team Members becomes a very easy task if you use our Team Members Report which contains all their personal information, roles, and security configuration data.
To download the Team Members Report:
Step 1. Select the three-line menu on top of the Team Members list
Step 2. Select Download Team Members.
This report will download the data of all team members that are visible in the table at the time of download, this means that you can make use of the search bar if you wish to focus your report to only certain users.