Teams and permissions

Purpose

Under Company › Teams, you group users into teams. Teams are the basis for functions in some applications, for example for the team evaluations in MatchLytics-Management. Here you create teams, choose the team leader and assign the permissions List, View and Analyse to each member.

Who can see this?

Administrators only (role Admin). The Company menu item is hidden for users without this role. Create the users you want to add to teams beforehand under Users.

Layout

Team list

1. Create new team – Opens the dialog for creating a team with a team name and a team leader. You add further members afterwards in the team details, see Create new team.
2. Name – Shows the name of the team. The same name appears in the team selection of MatchLytics-Management; you can change it in the team details with Edit team name.
3. Team Leader – Shows the team leader of the team. The team leader has all permissions in this team and sees the team leader menus in MatchLytics-Management, see Make this user a team leader.
4. User – Shows the number of members including the team leader. From the eleventh member onward, a warning icon also appears in the row, see Notes.
5. Additional Functions – Contains per team the icons Display (opens the team details), History (access log) and Delete (removes the team). The warning icon for more than 10 members opens the page Optimal team size in a new tab.

Team details

1. Add user to team – Opens the dialog for adding existing users of your company as members. New members initially have no permissions, see Add user to team.
2. Edit team name – Opens the dialog for renaming the team. The new name applies in the team list and in the team selection of MatchLytics-Management.
3. Name – Lists the members of the team; the team leader is always listed first. Blocked members appear struck through.
4. List, View, Analyse – One checkbox per permission and member; a click saves the change immediately. The permissions build on each other, see Assign permissions.
5. Additional Functions – Shows per member the icons Delete (removes the member from the team) and Make this user a team leader. In the team leader’s row, “Team Leader” is shown instead.
6. Permissions – Shows the short description of the three permissions below the table. The box is for reference only; you assign the permissions with the checkboxes.

Permissions

Within a team, each member has none, one or several of the three permissions. The permissions build on each other.

Permission	Meaning
List	The user sees the team with all its members.
View	The user sees the profiles of the individual members. Includes the List permission.
Analyse	The user sees team and individual analyses and can trigger actions. Includes the View and List permissions.

Without the View permission, a member only sees their own results in MatchLytics-Management. The team leader has all permissions in their team; there are no checkboxes in their row. The page Teams and permissions of MatchLytics-Management describes which pages and tabs a permission enables there.

Functions

Create new team

MatchLytics-Management evaluates per team and lets you choose the team there in a selection; without a team, there is no team evaluation. With a team name and a team leader, you create a new team. The system automatically adds the team leader as a member with all three permissions. You choose the users from the accounts of your company; a blocked user is rejected. Only administrators can create teams.

1. Click Create new team above the team list to open the dialog.
2. Enter the name of the team in the Team name field. The field is required.
3. Select a user in the Team leader field. You type a name or open the alphabetically sorted list of all users.
4. Click Create to create the team with its team leader.

The team appears in the team list with the team leader as its only member. The dialog only creates new teams; you add further members afterwards in the team details. You can delete the team again at any time.

Next: Add user to team.

Display

The team details are the central screen for maintaining a team: here you add members, assign permissions and determine the team leader. With Display, you switch from the team list to the details of a single team. The screen loads members and permissions from the team and changes nothing when it opens.

In the team list, click Display in the team’s row. The app opens the team details with the members and their permissions. You get back to the team list via the Teams menu item.

Add user to team

Members receive their permissions through a team, for example in MatchLytics-Management. For this dialog, the system searches the active users of your company by name; you create the users beforehand under Users. Blocked users and existing members do not appear in the result list. Only administrators can add members.

1. In the team details, click Add user to team.
2. In the User field, type at least two characters of a name. The result list shows name and email address, at most 50 results.
3. Select one or more users. Each selected user appears as an entry in the field and can be removed there again.
4. Click Add. At least one user must be selected.

The users appear as members in the table, initially without any of the permissions List, View and Analyse; you assign them afterwards in the table. No email is sent. You can remove a member again with Delete in their row.

If the team already has more than 10 members, the dialog shows a warning with the Learn More button. It opens the page Optimal team size in a new tab.

Edit team name

The team name appears in the team list and in the team selection of MatchLytics-Management. A new name changes neither the members nor their permissions. Only administrators can change the name.

1. In the team details, click Edit team name.
2. In the Edit team name dialog, change the name in the Team Name field.
3. Click Save.

Save only becomes active once you have changed the name. The app reports “The team name has been changed”; you restore the old name by renaming again.

Assign permissions

The permissions define per team what a member sees of the others. MatchLytics-Management aligns menus and results accordingly: Analyse unlocks the menu items Team Profile, Team Analysis and Job Roles, and without View, a member only sees their own results in the member list. Administrators assign the permissions; the team leader always has all of them. The details are described under Permissions and their effect in MatchLytics-Management.

In the member’s row, set the checkboxes under List, View and Analyse. The permissions build on each other, and the app sets the dependent permissions automatically:

• Whoever receives View automatically also receives List.
• Whoever receives Analyse automatically also receives View and List.
• If List is withdrawn, View and Analyse are withdrawn as well.
• If View is withdrawn, Analyse is withdrawn as well.

The app saves every change immediately; there is no save button and no email. You take a permission back by clearing the checkbox again.

Make this user a team leader

The team leader is responsible for the team in MatchLytics-Management: they see the team leader menus there, for example Team Barometer, and have all permissions in their team. When you make a member the team leader, they receive all three permissions. The previous team leader remains a member, initially keeps all permissions and then appears with checkboxes. Only administrators can change the team leader.

1. In the team details, click Make this user a team leader in the member’s row.
2. The confirmation Set team leader? appears. Click Set team leader to confirm the change.

The member becomes team leader and is then listed first in the table. A blocked member cannot be made team leader; instead of the icon, the row shows a disabled block icon with the tooltip “This user is locked”. You can undo the change by making another member the team leader again. There is no Delete icon in the team leader’s row; to remove a team leader, first make another member the team leader.

Next: Only then can the previous team leader be blocked.

Remove a member from the team

Remove a member when they no longer belong to the team. The permissions the user had through this team end with the membership. Their user account, their profiles and their memberships in other teams are not affected. Only administrators can remove members.

1. In the team details, click Delete in the member’s row.
2. The confirmation Delete team member? appears. Click Confirm.

The member leaves the team, and the app reports “The user has been removed from the team”. You can add them again later; their permissions then start without any checkmarks. You cannot remove the team leader.

History

The access log of the team shows who retrieved or changed the team and when, for example when adding or removing members. The system creates an entry for each such access to the team record and shows up to 500 entries, newest first. Only administrators see the log.

In the team list, click History in the team’s row. The History dialog states in the columns Time, Action and User when which action took place and who accessed the record. Close it with Cancel.

Delete team

Delete a team when the group no longer exists, for example after a reorganization. With the team, the memberships and the permissions assigned in it end; the user accounts remain. In MatchLytics-Management, the team is then no longer in the team selection, and anyone who no longer leads a team is no longer treated as team leader at the next sign-in. Only administrators can delete teams.

1. In the team list, click Delete in the team’s row.
2. The confirmation Delete team? appears. Click Confirm.

The app reports “The team has been deleted”. Deleting cannot be undone: the app has no function to restore a team. If needed, create it again and add the members again.

Notes

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