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How do I create and manage a Team?

User Management Dashboard is your central location for managing all details related to Teams which includes Adding, Editing, Deleting, Activating and Inactivating a team member to manage and update user details at any time as required.

Key Functions  

  • Navigation and ability to view all Team members with existing access to the application.
  • Ability to Invite a Team member to the application.
  • Ability to Edit, Delete, Activate, Inactivate and Re-send an invite to team members.
  • Role Management for inside an Engagement.
  • Role Management within the application

User Flow 

Navigation and ability to view all Team members with existing access to the application. 

  1. The Dashboard will have a header termed "User Management".
  2. By default, all existing users will be displayed. Users will have the ability to switch between filters to filter by Active users, Inactive users, All users, or Pending users.
  3. The user grid will display the following details: Username, User Type, Template Library, and Email. Additionally, there will be an Export button and an Invite User button. By default, grid columns will have sorting, filtering, and hiding options available to the user.
  4. There will be a global search option available to the user, where the user can search by any field and filter details.
  5. Export button will allow users to download all user lists to their computer. Clicking on the export button directly will export the whole team members list to a csv file. 
  6. On each user row with pending invitation status, there will be ellipses with an option of Re-send Invite, Delete User for the pending invited user.
  7. On each user row with accepted invitation status, there will be ellipses with the option of Enable/Disable and Delete User for a user Who has accepted the invite.
  8. Users will have to click once on a notepad icon beside their name to see the profile of a user. This pop-up will display the list of all Clients and Engagements that a particular user has access to. Hovering over Engagements will show the type of engagement in the tool tip.
  9. Users will have to double-click on the User type field and single-click on the template library access toggle to be able to edit those fields.
  10. Only Super Admin will have access to the User Management dashboard. Team members will not be able to access the User Management screen.
  11. At least one active super Admin is mandatory at any given point.
  12. When a user is deleted or made inactive, they should no longer have access to the application.

Ability to Invite a Team member to the application 

  1. When the user clicks on the “Invite User" button, a dialogue appears where the user can enter First name, Last name, Email, User Type Dropdown, and toggle with the label "Is the user able to access Template Library?". There will be an Add user button to save the changes and a Cancel button to discard changes.
  2. The toggle for "Is the user able to access Template Library" should be OFF by Default.
  3. Once a user is added, an email is triggered to the user's email ID. Until the user accepts the request, the user details row will be greyed out with a hover over info that the request is yet to be accepted.
  4. Once the user accepts the request, if the assigned user type is Super admin, then, the user will gain full access to the platform.
  5. When the user accepts the request and has been assigned a Team member user type, then they will access the application but will not be able to access Engagements until a specific role is assigned to the user.
  6. When the Admin tries to Add a User but there are no available seats and the subscription has expired, then a warning popup will be displayed on-screen, "Your current subscription provides you X number of seats and all are used up. You can add additional seats by upgrading your subscription plan". Users can have the ability to select an “Upgrade plan" and then add team members. Alternatively, the “Cancel" button can be clicked to discard the pop-up.
  7. When a user clicks on the upgrade plan button it should lead the user to Staxbill.
  8. By default, the template creator option is disabled, and the user will need to toggle it to enable."

Ability to Edit, Delete, Activate and Inactivate and Re-send an invite to team members 

  1. On each user row with pending invitation status, there will be ellipses with options of Re-send Invite, Delete User for pending invited users.
  2. On each user row with accepted invitation status, there will be ellipses with options of Enable/Disable and Delete User for a user who has accepted the invite.
  3. Users will have the ability to double-click on user type to change the type of user.
  4. Users will also be able to toggle the Template library access by clicking on the toggle button.
  5. When the user clicks on a Delete User option, a warning pop-up will be displayed on-screen, "Deleting this user will permanently revoke user access to the application, however, all of the user's work done so far will remain intact". Do you want to proceed?" Clicking on Delete, will permanently delete the user and Alternatively "Cancel" button can be clicked to cancel the deletion process.
  6. When the user Toggle to the "Disable" option, a warning pop-up will be displayed on-screen, "Deactivating this user will temporarily revoke user access to the application until made active again, however all of the user's work done so far will remain intact". Do you want to proceed?" Clicking on the "Ok" button, will inactivate the user and Alternatively "Cancel" button can be clicked to cancel the deactivation process.
  7. Re-send Invite option will send the invite to the user's email.
  8. If there is only one Super Admin in the application, they will not be able to delete, enable, or disable themselves. However, If he assigns another Super Admin he will be able to delete/enable/disable himself.
  9. Team members will not have access to the User Management dashboard.

 

Role Management for inside an Engagement 

Following are the roles in the application. 

Super Admin:

    1. Primary Administrator will be the first Super Admin of the application and will be automatically added to the application once they subscribe to the application.
    2. Super Admin will have access to all areas of the application and the ability to perform all tasks in the application.
    3. Super Admin will be able to create a client, engagement, and assign a team to the engagement with specific access roles such as Preparer, Reviewer, Manager, Tax specialist, Partner, etc.
    4. There can be one or more Super Admin within the application.
    5. Super Admin will be able to manage engagement level team such as Adding team members/Removing team members/Changing access roles.
    6. Super Admin cannot Delete or Activate/Deactivate themselves, but one Super Admin can Add, Delete, Activate/Deactivate another user. As a result, there will always be one Super Admin in the application.
    7. Super Admin with Template Library Access turned on, will have editing access to the Template Library.

      Team Member:
    8. Team members will be added by the Super Admin and will have access to specific engagements within the application to which they are assigned or are created by them.
    9. Team members can create Engagements in the applications and the Team member will be added to the engagement with a red icon denoting that a role needs to be assigned to the team member.
    10. A Team member can also have access to a Template Library for template management if Template Library access is turned on for the user.
    11. They can have the same or different access roles across multiple engagements.
    12. Team members cannot add users to the application.
    13. They can also have one or more roles assigned to them in one or more engagements.
    14. There can be one or more Team members within the application.
    15. Team members will be able to manage the engagement level teams such as Adding team members/Removing team members/Changing access roles.

Role Management within the Application

1. The user has a 2nd tab available to them called User Role Configuration, clicking it brings the user here:

2. Here, the user can adjust access permissions for areas all across the engagement, with 3 subtabs for Basic, Template Library, and Engagement Roles.

3. If needed, the user can also restore to default with the Restore to Default button at the top right.