Previous Lecture Complete and continue  

  1.4 People

People

The people section is the central area where you can see all the companies and people on the installation. There are limits based on permissions as to who can see this area and who can make changes.

Who can see the people section? : All people in the owner company will, by default, see the people section, while people from external companies will only see the people section if they have been given the permission to manage people and companies. If they do not have this permission, the people section will not be visible.

When you select the people tab there are three different view options available: You can choose to view the companies, the people, or the login history. The login history is only available to administrators in the owner company.

Companies

Adding company: At the top-right of the companies view, there is the option to add a company. When you select this, you are asked to enter the company name only. Once entered and the add company option is selected, the company will be created.

To edit the details of the company, select the company from the company listing in the top-right then you can choose to Edit this company, add user, add contact, and options:

Edit this company:

  • Essential: The main details for the company. The options below in the essentials and address tab are available to fill in, but these are not mandatory.
    • Company
    • Website
    • Email
    • Industry
    • Phone
    • Fax
    • Logo

EditCompanyEssentials.png

  • Address
    • Line 1
    • Line 2
    • City
    • State/County
    • Zap/Post Code
    • Country

EditCompanyAddress.png

  • Profile
  • Public profile
  • Preview (Markdown)

companyprofileedit.png

  • Notes
    • Private notes
    • Preview (markdown)

companynotes.png

Main View in the companies tab:

  • Company name: The name of the company
  • User: How many users are in the company
  • Contact: How many contacts are in the company
  • Address: The Address entered for the company
  • Country: The country the company is located
  • Phone: The phone number you have entered for the company
  • Edit: An edit icon, select this to open the edit screen

Search: Entering text in the Quick Search field will only return the companies that are matched to the text entered.

View options: You can choose from three different view options in the right: Choose to view as a list, an expanded view, or a card view.

People tab

The people tab within the people section allows you to view all the people on your installation. From this section, you can also add new users, new contacts, update existing users, and view a user’s profile.

Invite users

From the 'People' section, you can invite new users to your site at the upper-right. The 'Invite Users' button gives you the option to invite people as 'users' to log in to your site, and interact with the projects you add them to. This option gives you a quick way to invite lots of people to your site at the same time, add them all to a particular set of projects or all projects and write a custom message they will all see within their invite email

Add user

From the upper right-hand side of the people tab, there is the option to add a new user. By selecting the Add User option, you will be shown the add user form. This is only available to people who have the permissions to manage people and companies.

PeopleAddUser.png

  • Essentials: When adding a user, the only requirement is the user’s name and email. An email can only be used once per installation. Other options here include selecting the company of which the user should be a part, adding a logo, and choosing whether to send the invite now or send it later.
  • Details: Extra details for the user; options include Job title, Office phone, Cell Phone, Home Phone, Fax, Alternative email addresses, and Open ID.
  • Address: The person’s address.
  • Profile: The option to enter a public and/or private notes. Private notes will only be visible to people in the owner company.
  • Notes: Enter private notes for your company. This includes a preview option.
  • Social: Enter the user’s social handles; options here are Twitter, Linkedin, Google+, Facebook, the users Website, and a choice of messenger services.
  • Localization: You can select your language, date and time format along with calendar and time zone.
  • Permissions: Select the permissions you wish to give to the user:
    • Is this user an administrator? Toggle on if you wish to make the user you’re adding, an administrator in the company they are added to. If they are added as an administrator, they will by default, have the option to add projects and manage people and companies. Reminder: If a person is added as an administrator in the owner company they can see everything on the site including private items.
    • Can this user add projects? Whether or not users can add projects to the site. When a user can add projects, they will be added as a project administrator on the project.
    • Can this user manage people and companies? Whether or not the user can manage people and companies. If the users are in the owner company, they will by default see this section even without the permission. If they are in external companies they do not have this permission, they will not see the people section at the upper-left.
    • Give automatic access to all future projects? If this option is enabled, the user will automatically be added to all projects that are added for their company.

Add contact

From the upper-right of the people tab, there is the option to add a new contact. By selecting the Add contact option, you will be shown the Add Contact form. This is only available to people who have the permissions to manage people and companies. Contacts can be added to the system, they can also be added to projects. Contacts are designed to be reference points only; they cannot be communicated with and cannot be assigned to any item.

  • Essentials: When adding a contact, the only requirement is the user’s name and email. An email can only be used once per installation. Other options here include selecting the company of which the user should be a part, adding a logo, and choosing whether to send the invite now or send it later.
  • Details: Extra details for the contact; options include Job title, Office phone, Cell Phone, Home Phone, Fax, Alternative email addresses, and Open ID.
  • Address: The person’s address.
  • Profile: The option to enter public and/or private notes. Private notes will only be visible to people in the owner company.
  • Notes: Enter private notes for your company. This includes a preview option.
  • Social: Enter the user’s social handles; options here are Twitter, Linkedin, Google+, Facebook, the users Website, and a choice of messenger services.

Collaborators

Collaborators are a type of user, who can log in and access Teamwork Projects but are limited in what they can do. They can carry out actions like the following:

  • Completing tasks assigned to them
  • Comment on project items
  • Leave messages

They cannot however carry out actions like the following:

  • Add new tasks, milestones, or files
  • Be made an administrator

Collaborators are a completely free user type, and they do not get counted in the billing for your subscription.

You can change an existing standard user to a collaborator easily by going to the People section of the site and clicking the pencil icon inline with a user's name.

Under the Essentials section, you can change user type.


Options

The options are available in the upper right, the options here are:

  • Import users: The option to import your users. The import must be in a specific format; example files are available once you select the import function.
  • Import contacts: The option to import your contacts. The import must be in a specific format; example files are available once you select the import function.
  • Send invites: If you did not send the invites to the users when they were created, you can send them again by selecting this option.
  • View deleted users: Administrators in the owner company can view and restore deleted users by selecting the deleted user’s option then select the people or company you wish to restore and select restore for these users will be added back to the system.
  • Export to excel: Choose to export a list of your users to Excel.

View

The main view on the page shows the following:

  • Image: Whether the user is a user or a contact. Users are shown as green, contacts as blue. Next to this, you will see the image icon that was loaded for the user.
  • First name: The user’s first name. By selecting the first name option, you can sort by ascending or descending.
  • Last name: The user’s last name. By selecting the last name option, you can sort by ascending or descending.
  • Company: Shows the company the person is a part of. By selecting the company option, you can sort by ascending or descending.
  • Email: View the email addresses of the users.
  • Mobile: View the mobile numbers of the users.
  • Office: View the office number of the person.
  • Search: By typing in the search field, you will only be shown the users that match the search. You can also search by selecting the initial only view the people with that initial.

Login history

The login history is a section that is only available to administrators in the owner company. Within the login history, you are shown the following options:

  • First name: The first name of the user.
  • Last name: The last name of the user.
  • Company name: The company that the user is part of.
  • Last login: The last recorded login for the user. Be aware, if the user has enabled the Keep Me Logged In option, a new session is not recorded every day.
  • Last active: This indicates how many times a user has logged in.
  • Number of logins: The number of times that there is a recorded login.

LoginHistory.png

Sort options

Choose to sort by the following options:

  • First Name
  • Surname
  • Job Title
  • Date Added
  • Company

Options

  • Import Users
  • Import Contacts
  • Send Invites
  • Deleted People
  • Export to Excel