How To Manage Teams On HASpod

There's safety in numbers, and if you want to share your HASpod membership with extra users, the team membership plans were built for you! HASpod team membership plans allow you to add users to access content, share documents, and manage training results, without having to share login information or account settings.

Team membership plans are recommended for business owners who want to provide health and safety tools, information and training to employees. You can check which training courses your team members have passed, see what health and safety talks they have completed, and share documents with your team.

This guide will explain team settings, and show you how to add and remove users, change permissions, and manage your team in HASpod.

Get a team plan

Before you can add users to your team on HASpod, you need a team plan. You can select a team plan when adding any of our membership plans to your account, and you can choose the number of users you need.

Every membership plan includes 10 free users to help you get started with teams on HASpod.

You can also upgrade your membership to a team plan at any time from Account > Membership.

Once you have a team plan, you will be able to add users to your team from your account by clicking the Team button on your user dashboard, or under Account > Team.

Add a user

Now you have a team plan, you can start adding users to your team!

When you add a user to your HASpod team, they will have their own HASpod account, and be able to log in with their email and password.

You can add team members to your team at Account > Team > Invite User.

If the user you add does not already have a HASpod account, one will be created for them and they will get an email with instructions on how to access it. If they already have a HASpod account, they will get an email informing them they have been added to your team.

Enter the user's name and email address, and press the Send Invite button. The user will be added to your team and emailed with instructions for getting started.

Team member roles

There are three roles associated with team accounts:

• Manager: This is the team owner and has full control over the team account, billing, services, members and settings. There can only be one team manager and the role is assigned automatically to the user who created the team.
• Admin: This is a team member with extra permissions. They can access other team members' results, remove shared content, add and remove team members, and change other team members' permissions. Give this role to trusted users only.
• Member: This is the default status for someone you add to your team. They have full access to the services on your team, but can't see other team members' results or change settings on your team.

If you want to upgrade a user to the Admin role, you can do this from Account > Team > Team Members, and either change the role in the select menu or from the dropdown menu select Edit member.

In the member settings, underneath Role, select 'Admin' from the select options. Then click the Update button to confirm you want to add this user as a team admin. Want to remove the admin role from a user? Just go back into Edit member for the user and change the role again.

You can have up to 25 team members as admin users on your team, but you should only give this role to trusted users. Admin users can make permanent changes to your team such as adding and removing users and changing permissions for other users.

Admin users can manage users and shared content, but they cannot alter your membership plan or access any billing information.

Remove a user

If someone is no longer working with you, or you just don't need them on your plan anymore, you can remove a user from your team at any time.

You can remove a user from your team at Account > Team > Team Members. To remove a user, find the user you wish to remove and from the dropdown menu select Remove member. You will then need to confirm that you want to remove the user from your team.

Please be sure you want to remove a user, as this action cannot be undone*. Once you are sure, click the Remove User button. The user will be emailed to let them know they have been removed from the team.

*While you can add a user back onto your team, you won't be able to access any records created before they were added to your team. There are limits to the number of users you can add and remove from your account per year, to comply with our terms of use, so please be certain before removing a team member.

Switch team manager

The team manager is the only person who can make changes to a team plan, including upgrades and renewals.

There can only be one team manager and the role is assigned automatically to the user who created the team. But sometimes, the person who set up the membership might leave the business, or someone else might be more suitable to manage the team account going forward.

If you want to change the team manager, the current team manager can select a new team manager from any of the current admin members of the team. Select switch the team manager under Team > Manager. If you remove yourself as the team manager, you become an admin member of the team.

Once you change the team manager, you can't switch back. Only the new team manager will be able to authorise another switch, so please be certain before making this change.

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That's the introduction to HASpod team management complete! You now know how to add and remove users and upgrade team members to team admins. Keep an eye on the blog and support for the latest features.