How to Set Up Teams Inside AccessAlly

The behind-the-scenes setup for AccessAlly’s teams feature begins inside your membership site. The tutorial on this page will show you how to configure the settings for your teams to determine how many members can be added by the team leader, as well as how to configure your basic permission and revoke tags.

You may have multiple teams inside your membership site – each will have to be set up separately.

Please note that, after these initial settings, you will then have to set up your team page and CRM automations before the feature can be used on your membership site.

Pre-Setup in your CRM

Before setting up your first team in AccessAlly, you need to create a few necessary tags and a custom field in your CRM.

You will want to create the following tags:

  • Team Parent Tag: This tag is added to the parent user when the team is first initialized.
  • Child tag (optional): This tag is ONLY added to the child user(s) when they are added to the team. This tag can be used to trigger automation / send notification email for ONLY the child users and not the team parent. So if you want to send different communications based on their user level, creating this tag is a good idea.
  • Welcome tag(s): These tags are added when users are first added to the team. This applies to both the team parent (ie. the first user in the team) and child accounts/team members added by the team parent. Usually includes the Has Access tag for the course which should already exist from when you created your course. Optionally, you can also add trigger tags to send a welcome email.
  • Custom Field: You will also need to create a Custom field to store team data: AccessAlly uses this custom field to store information about the team. We recommend naming it something such as Your Course Name Team. PLEASE NOTE:The custom field mentioned in the video should be a text field, and will be used by AccessAlly to store team-related data. Do not assign any value to it directly.

Video Tutorial

The custom field mentioned in the video should be a text field, and will be used by AccessAlly to store team-related data. Do not assign any value to it directly.

Written Tutorial

Step 1: Locate the Teams Setup Area inside AccessAlly, Create a Team

Log into your membership site, and go to AccessAlly > Teams > Setup > Basic Setup. Here, you can click on the button to create a new team.


 

After naming your team, click into the tab. The rest of the steps in this tutorial will cover the information in this tab (screenshot below).

 

Step 2: Set up your custom field

For the teams feature to work, a custom field must be setup inside your CRM to store the data. Please create a new custom field for this purpose, then designate it inside the settings.

Important: Each team type needs to use a different custom field. This is important to avoid overwriting settings if a team member is a part of multiple teams, or a team owner has multiple types of teams.

Step 3: Designate your Team Parent Tag

Since each user on the team will have a login to your membership site, AccessAlly will apply this “team parent” tag to the leader of the team, so they can

How this tag is applied:

This tag is NOT “magically” applied to a team leader. It must be applied either through an order form or a CRM automation, which you need to create.

Step 4: Designate Initial Team Size (Number of “child” accounts)

How many team members can be added by the team parent? Designate the number here.

Please note, you can increase or decrease team size if the team parent requests this option. Learn how in this tutorial: How to Increase and Decrease the Size of Your Teams

Step 5: Configure your Welcome Tags

What tags would you like added to the team members? You can designate those here.

One good idea is to add all of the necessary permission tags required for the courses that a team member should have access to.

Another option is to add a single tag that is used to kickstart an automation inside your CRM. This second option might be a good route to take if the team has access to a stage-release course that you’d like to be released sequentially using a CRM automation… or if you’d like to send a welcome email to the team member with their login information.

Step 6: Configure your revoke tags

The final step in the initial setup is to designate a revoke tag that you would like added to a user when they are removed from the team.

There are two viable possibilities for this tag:

FIRST, it might be the revoke tags (“PAYF”) that are associated with the courses the team has access to (you can add more than one tag here). This works if you want to simply revoke access, with no further automation.

SECOND, you might also choose to add an entirely unique revoke tag if there are additional actions you’d like automated, like sending an email to the cancelled team member, etc.

If you choose the second route, the CRM might go as follows:

  1. Teams Revoke Tag > triggers automation
  2. CRM Automation adds all necessary revoke tags for courses
  3. Send HTTP Post/Webhook to sync new permission between your CRM and AccessAlly

Final Check: Save Changes

Once you have configured all the settings inside this “Basic Setup” tab, make sure to click on “Save Changes”.

Next Step: Set Up Your Order Form

Head over to the next tutorial to complete the setup: How to Set up the Order Form and Automation for the Teams Feature

Updated on July 16, 2018

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