Help Articles/Dashboard/User Profile

Managing an Organization's Teams

Amanda S
posted this on November 6, 2012, 11:36

Teams can help an organization increase efficiencies while working with clients and colleagues without compromising brand consistency. By assigning messages, sharing stream searches, connecting members to multiple teams and reporting on team activity, multiple client accounts can be managed without overlap; managing various locations' account and profiles has become easier; and your organization can reap the benefits of consistent experience and global coverage across multiple teams.

Teams can be created by a super admin, admin or team admin from team members and social networks that already belong to the organization, or they can be added directly to the team. 

When a super admin is added to a team, that person is automatically assigned administrator permissions. This is the highest permission level for a team, and one that cannot be manually assigned from the team section. 

Aside from super admin, the highest permission level is team admin followed by default. Team admins can manage all aspects of the team including team members, social networks, permissions, vanity URLs and message templates for the team. Learn more

 Managing the Team

 Creating Teams

Creating teams allows you to empower team members to engage effectively. Teams can be mapped to match your existing organization's structure, permission levels can be customized, messages can be assigned and changes can be made at any time.

To create a team

  1. Click your user profile icon on the left-aligned launch menu.
    user_profile_icon_320.png
  2. Click Manage beside the organization name.
    manage_button_320.png
  3. Click Add a Team.
    organization_add_a_team_320.png
  4. Create a team
  1. Type team name.
  2. Optional: Click to upload organization image or icon from your device.
  3. Click to select member(s). Only members who have been invited to your organization will populate in the list.
  4. Click to select social network(s). Only social networks that have been added to your organization will populate in the list.
  5. Click Create Team.
    create_team_460.png

 Creating Teams with Drag-and-Drop

When team members and social networks have been added to an organization, the super admin can create a team efficiently using drag-and-drop.

To create a team with drag-and-drop

  1. Click your user profile icon on the left-aligned launch menu.
    user_profile_icon_320.png
  2. Click Manage beside the organization name.
    manage_button_320.png
  3. Click Add a Team.
    organization_add_a_team_320.png
  4. Create a team
  1. Type team name.
  2. Optional: Click to upload organization image or icon from your device.
  3. Click Create Team.
    create_team_2_460.png
  1. Select an existing team member or social network and drag-and-drop them onto a team.create_team_drag_drop_718.png

Note: You can use drag-and-drop to add members and social networks but not remove them.

 Syncing the Team's Avatar

Occasionally the avatar (or profile image) can become disconnected from the team profile. Syncing the avatar should correct the issue, and can be done from the User Profile section of your Hootsuite dashboard.

To sync the team's avatar

  1. Click your user profile icon on the left-aligned launch menu.
    user_profile_icon_320.png
  2. Click View Teams from your organization's menu box.
    view_teams_320.png
  3. Click to select team.
    select_team_320.png
  4. Click the Team Settings tab.
    team_settings_320.png
  5. Click Avatar, and then re-select avatar from your device.
    team_avatar_320.png
  6. Click Save Changes.
    team_settings_save_changes_button_320.png

 Changing a Team Name

An admin, team admin or super admin of a team can change a team name. 

To change a team name

  1. Click your user profile icon on the left-aligned launch menu.
    user_profile_icon_320.png
  2. Click View Teams from your organization's menu box.
    view_teams_320.png
  3. Click to select team.
    select_team_320.png
  4. Click the Team Settings tab.
    team_settings_320.png
  5. Type new team name, and then click Save Changes.
    update_team_name_320.png

 Merging Teams

As your organization grows you may find it necessary to merge teams together. Super admins and admins can complete this action, merging a minimum of two teams at one time.

Note: When you merge teams, you will be able to preserve only one team's  shared streams, shared assignments and team name.

To merge teams

  1. Click your user profile icon on the left-aligned launch menu.
    user_profile_icon_320.png
  2. Click Manage beside the organization name.
    manage_button_320.png
  3. Select teams to merge
  1. Click to select teams to merge. 
  2. Click arrow (Merge) button.
    merge_teams_673.png
  1. Click to select the team's data you will keep, and then click Merge.

Note: All other teams will lose data in the merge.

merge_teams_confirmation_460.png

Alternatively, you can click Cancel to stop this process.

 Deleting Teams

Deleting a team can be done from the User Profile section of the Hootsuite dashboard. 

IMPORTANT: Deleting a team also deletes that team's content library, but does not delete members or social networks from the organization.

To delete a team

  1. Click your user profile icon on the left-aligned launch menu.
    user_profile_icon_320.png
  2. Click View Teams from your organization's menu box.
    view_teams_320.png
  3. Click to select the team to delete.
    select_team_320.png
  4. Click the gear icon in the upper-right corner of your team name header, and then select Delete Team.
    delete_team_320.png
  5. Click OK.
    confirm_delete_team_320.png

Alternatively, you can click Cancel to keep your team.

 Managing Team Members

 Adding Members to Teams

Adding members from your organization to your team gives those members the ability to help with tasks such as content management, user engagement and so forth. While adding members to a team can be completed by existing members with appropriate permissions, before a member can be added they must have their own Hootsuite account. A free Hootsuite account can be created at Hootsuite.com.

To add a team member

  1. Click your user profile icon on the left-aligned launch menu.
    user_profile_icon_320.png
  2. Click View Teams from your organization's menu box.
    view_teams_320.png
  3. Click to select the team where the member will be added.
    select_team_320.png
  4. Complete (A) to add a new member or (B) to add an existing member
  1. Click Add a Member.
  2. Select member
    1. Type an existing member's name.
    2. Click to select an existing member's name.
    3. Click Add new Member.
      adding_team_members_322.png

Proceed to step 5 only if you want to add a new member.

  1. Invite member to organization
  1. Type invitee's email address.
  2. Optional: Type a message.
  3. Click Add a team and select team where the invitee will be added. If a team is not selected the member will instead be to your organization.
  4. Click to select member's permission level for team.

Alternatively, you can click the trash can icon to delete team from member invite.

  1. Click Add User to Organization
    invite_members_to_org_510.png 

 Modifying Permissions for Members on Your Team

Organization permissions define the access and actions a member has for that team. Learn more

To modify permissions for a member on your team

  1. Click your user profile icon on the left-aligned launch menu.
    user_profile_icon_320.png
  2. Click View Teams from your organization's menu box.
    view_teams_320.png
  3. Click member's existing permission level, and then select new permission level.
    modify_team_member_permissions_505.png

 Enrolling or Unenrolling Team Members from Hootsuite University

Enrolling and unenrolling organization members from Hootsuite University (HSU) can be completed by a super admin from the Hootsuite dashboard. 

HSU is a recurring monthly fee of $21 + HST that is automically added to your bill. Enrollment can be changed at any time.

To enroll or unenroll an organization member in Hootsuite University 

  1. Click your user profile icon on the left-aligned launch menu.
    user_profile_icon_320.png 
  2.  Click View Members from the organization's menu box.
    view_members_320.png
  3. Click to select organization member.
    organization_member_320.png

Note: A user belonging to multiple organizations could already be enrolled. If so, this banner will display.

hsu_enrolled_banner_518.png

  1. Enroll or unenroll member
  1. Click Enroll.
    hsu_enroll_button_404.png

This member is now enrolled in HSU, and can access HSU by clicking the wrench icon from the left-aligned launch menu in their dashboard, or logging into HSU from learn.hootsuite.com

  1. Click Unenroll.
    hsu_unenroll_button_504.png

The unenroll button will update to enroll. This indicates the organization member has been unenrolled from HSU.

 Removing Members from Teams

Removing a member from a team will prevent that member from accessing and completing actions for that team. This can be completed by an admin, team admin and super admin.

To remove a member from your team 

  1. Click your user profile icon on the left-aligned launch menu.
    user_profile_icon_320.png
  2. Click View Teams from your organization's menu box.
    view_teams_320.png
  3. Click to select the team hosting the member.
    select_team_320.png
  4. Hover mouse over member's profile, click gear icon, and then select Remove from team.remove_member_from_team_441.png
  5. Remove team member
  1. Optional: Click box to add check mark, removing member's access to social networks in this team. This will only affect the member if they have also been added to a social network in your organization. It is possible to remove a member from a team and still allow them access to social networks. Learn more
  2. Click Remove.
    remove_team_member_452.png

Alternatively, you can click Cancel to stop this process.

Note: You may be required to refresh your dashboard or browser to notice the removal.

 Managing a Team's Social Networks

 Adding Social Networks to Teams

Adding social networks to a team allows the team members to have access and complete actions for that social network, depending on their permission level. For example, only an admin, team admin or super admin can add a social network to a team. Learn more

To add a social network to a team

  1. Click your user profile icon on the left-aligned launch menu.
    user_profile_icon_320.png
  2. Click View Teams from your organization's menu box.
    view_teams_320.png
  3. Click to select the team that will access the social network.
    select_team_320.png
  4. Click Add a Social Network.
    team_add_a_social_netork_320.png
  5. Select a listed social network or click Add new Social Network. Adding a listed social network to your team means that you are granting your team access to a social network you have added to your dashboard.
    select_team_via_social_networks_org_320.png
  6. Adding a new social network means that you are granting the team access to a social network you have not added to your dashboard.
    add_new_social_network_320.png

If you selected Add new Social Network proceed to the next step.

  1. Click to select the social network to add.
    add_twitter_profile_320.png
  2. Optional: Click to add or remove checkmark. A checked box mean the feature is enabled.
    twitter_follow_hootsuite_320.png
  3. Click Connect.
    connect_with_twitter_320.png

Note: You must log into the social network you are adding to connect it with Hootsuite.

 Removing Social Networks from Teams

Removing a social network from a team can be completed by the super admin, admin or team admin, and will remove any scheduled content relative to that social network. For example, if a message is scheduled to a Twitter and Facebook account but the Twitter account is removed, the scheduled message will only post to the Facebook account.

Removing a social network from a team only removes it from the team; the social network will still exist within the organization. Learn more

To remove a social network from a team

  1. Click your user profile icon on the left-aligned launch menu.
    user_profile_icon_320.png
  2. Click View Teams from your organization's menu box.
    view_teams_320.png
  3. Click to select the team hosting the social network.
    select_team_320.png
  4. Hover mouse over social network, click gear icon, and then select Remove from team.remove_social_network_from_team_588.png
  5. Click OK.
    remove_social_network_from_team_confirmation_320.png

Alternatively, you can click Cancel to stop this process.

 
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