Manage users and teams as an administrator on Work Author.

Contents

• Introduction
• Seeing who has access to Work Author
• Understanding user roles on Work Author
• Adding new users to Work Author
• Resending a user invitation email
• Changing user roles
• Removing user access to Work Author
• Managing Teams
  • a) Adding users to a team
  • a) Removing users to a team

Introduction

Seeing who has access to Work Author

To see who has joined or been invited to your organisation's Work Author account:

1.   Click "Settings" in the menu on the left and then click "Manage Users".

• Use the search bar above the table to find individual users.
• Sort users by name, email, role, and their account status by clicking the relevant table heading.

Understanding user roles on Work Author

New users must be assigned a role when added. Your organisation has set up various user roles for your Work Author account. Typically, these include:

• Users: Can create documents and/or take assessments.
• Managers: In addition to everything users can do, managers can view completed assessments for their team or the entire organisation.
• Administrators/Super Users: In addition to everything managers can do, super users can manage users, teams, and report on documents.

You can only assign roles that are available to you. If you're unsure about the custom roles your organisation has set up, contact your organisation's Deployed administrator or email us at support@deployed.co.

Adding new users to Work Author

To add a new user:

1.   Click "Settings" in the menu on the left of your dashboard and then click "Manage Users".

2.   Click "New" above the list on the right.

3.   This will open the Create User window. Enter the user's name, email, and job title.

4.   Select a role from the dropdown list.

5.   If you organisation uses teams, select the team you want them to join. You can add them to other teams later.

6.   Click "Save" to add the user. They will appear at the bottom of your user list as "Added." Once they log in for the first time, this will change to "Active."

New users may receive an email notification that they have been added, depending on your organisation’s notification settings. If they get an email, they have 7 days to activate their account before the invite link expires. Learn more about the emails users receive from Work Author in this article.

If your organisation has not enabled email notifications, users can activate their account by logging into your organisation’s Work Author URL. They can do this at any time. 

Resending a user invitation email

If a user receives an email to activate their account and doesn't do so within 7 days, the invitation link will expire.

To resend an invite:

1.   Click "Settings" in the menu on the left of your dashboard and then click "Manage Users".

2.   Find the user whose invite has expired and click "Re-send Invite." They will get a new email invitation and have 7 days to activate their account.

Changing user roles

To update a user's role:

1.   Click "Settings" in the menu on the left of your dashboard and then click "Manage Users".

2.   Find the user whose role you want to change and click on their name.

3. Select a new role from the Role dropdown and click "Save" to update their role.

Removing user access to Work Author

To remove a user's access:

1.   Click "Settings" in the menu on the left of your dashboard and then click "Manage Users".

2.   Find the user whose access you want to remove.

3.   Click "Disable". Then click "Ok" in the message that appears to remove the user's access to Work Author.

Managing Teams

Teams are way of giving a group of people access to specific documents or assessments. There's no limit to how many teams a user can belong to.

a) Adding users to a team

To add a user to a team:

1.   Click "Settings" in the menu on the left and then click "Manage Teams".

2.   Click on the team you want to add someone to.

3.   Click on "Members" and then click "New" above the list of members on the right.

4.   Search for the user and then click "Save" to add them to the team.

b) Removing users from a team

To remove a user from a team:

1.   Click "Settings" in the menu on the left and then click "Manage Teams".

2.   Click on the team you want to remove the user from.

3.   Click on "Members". Find the user you want to remove and click the Remove from team icon.

4. In the message that appears, click "OK" to remove the user from the team.