In this lesson you
- Invited a teammate with the right role
- Told Admin, Member and Viewer apart
- Let a member approve and certify
Transcript
Your people
Inviting users and choosing roles. When someone new joins your team, two questions come up. How do they get in, and what should they be allowed to do? The Users page answers both. It lists everyone in your organization, with their role and whether they can sign in. The Status column says whether a person can sign in. Active means they can. Pending setup means they've been invited, but haven't set a password yet. Suspended means you've paused their access. The MFA column shows who has turned on two-factor sign-in, a code from their phone on top of their password. Requiring it is covered in the lesson on security settings.
Roles and inviting
A role decides what a person can do. There are three, and it's best to choose the smallest one that fits. An Admin can do everything, including this console. That means inviting people and changing your organization's settings. A Member works on documents. Members claim documents, fix them, and hand them in for approval. A Viewer can see your documents and their progress, but can't change anything. That suits a manager who only needs to follow along. To invite someone, type their email address and their name. Then choose their role. Alex Kim only needs to follow progress, so we'll choose Viewer. Then choose Invite. Alex now appears in the list as a Viewer, with the status Pending setup. Proof emails Alex a link to set a password. Once Alex uses it, the status turns Active. If that email doesn't arrive, Alex's row menu has Resend setup link. If someone's job changes later, choose a new role from the menu in their row. You can't change your own role. Another admin has to do that.
Approvers
One decision deserves its own setting. Who may approve a document? Approving is what issues a document's certificate, so it's worth choosing carefully. Admins always can. Viewers never can. Members can't, unless you allow it. To trust a member with approval without making them an admin, tick Can approve and certify in their row. Here, we'll do that for Sam Rivera. Sam can now approve and certify, but still can't change your organization's settings.
When someone is away or leaves
People go on leave, change roles, and move on. Each person's row has a menu for those moments. Let's open Priya Shah's. Email deliveries shows every email Proof sent her, and whether it bounced. It's the first place to look when someone says an invite never came. Sign out sessions signs her out on every device, within about fifteen minutes. Use it if a laptop is lost. She can sign back in as usual. For someone who uses two-factor sign-in, the menu also has Reset MFA, for when they lose their phone. Reassign work moves all her open documents to someone else in one step. It's how you cover for someone who's out. Suspend pauses her access, and Reactivate gives it back. Remove from organization takes her out of your organization. Her history stays on record. Before suspending or removing someone, Proof asks where their open work should go. It can go to a colleague, or back to the unassigned pool for anyone to claim. That way, no document is left waiting on someone who can't sign in.
What new people hear about
Last, decide what Proof emails new people about. That's the card below the list, Notification defaults for new members. Each switch covers one kind of email, like assignment emails, or mention emails. People you invite from now on start with these. Everyone can change their own later. Now you can bring people in with the right role, choose who may approve, and step in when someone is away. Which documents each person sees is set by teams, which have their own lesson.
Recap
That's the end of this lesson.
Maple Ridge Community Health, its documents and its people are fictional, made for these lessons.