Welcome to a smoother, more flexible experience for team and member management in Everlance, with an updated design and powerful behind-the-scenes upgrades!
In your day-to-day use, you probably won't notice a change. But when you need to make updates to your team organization or look into specific members, you should notice the experience is easier and faster. All the tasks that you used to handle via the Team Members section of the Home page are now accessed from dedicated Members and Teams pages found in the left hand menu, and offer more functionality.
These additions are designed to save you time and enable you to better customize Everlance to your organization's needs. They also come with some new ways of doing things though, which we know takes adjusting to. If you have questions, feedback or concerns, please do not hesitate to reach out to us by emailing your Customer Success Manager or success@everlance.com. We're here to help!
Please watch the video for a tour of the enhancements, or keep reading for:
- A quick reference guide outlining the new steps to complete common team management tasks
- What else has changed, including the names of certain roles
- What's new
- What you need to do
Quick Reference Guide
Need to quickly find out how to do something you used to do via the Team Members section of the Home page? Refer to this section to learn how to do it in the upgraded dashboard.
I want to...
Add a new member or members
Navigate to the Members page by clicking on 'Members' in the Team Dashboard menu.
- Click the green 'Invite members' button in the top right
- You'll be taken to the Invite Members page, where you can add the emails of the members you'd like to invite and specify their role and team, just like before
- New! You can create a new team right from this screen, in case you'd like to invite members to a team that has not been created yet
- New! You can create a new team right from this screen, in case you'd like to invite members to a team that has not been created yet
- Click the green 'Send invites' button to send email invites to the new members
For a step-by-step with screenshots, please refer to the How to invite/add Team Members to your team article.
Find a specific member / See a member's trips and expenses
Navigate to the Members page by clicking on 'Members' in the Team Dashboard menu.
- In the search bar at the top, type in the member's email, name or employee ID (new!)
- Hit Enter and all matching members will be displayed
If you don't remember a member's email, name or employee ID, but you do remember what team they're on and/or their role, you can instead filter the list to more easily find them.
- Click the Filter button on the right side of the page
- Select the Role and/or Team of the member
- If you add both filters, it will narrow down the list to only members on the specific team and with the specified role
- Click the 'Apply filters' button
- You'll see a list of only the members that fit your criteria, which you can scan through to find the member you want
Once you find the member you're looking for, click on their name to see their profile, trips and expenses. Note: Clicking on a member now takes you to their profile page by default, instead of their trips. If you want to see their trips, click on Trips in the left hand-menu.
Change a member's team assignment
First, find the member that needs to have their team assignment changed by going to the Members page on the Team Dashboard. Type in their email, name or employee ID (new!) in the search bar and hit Enter.
Once you've found the member:
- Click on the empty check box to the left of their name to select them. You'll see the box turns to green with a check mark in it, and a button to 'Edit team' appears toward the top of the page.
- Click the 'Edit team' button
- In the box that pops up, search for the team that you'd like to move them into
- Click the 'Update members' button
New! You can also change the team assignment of multiple team members this way. Simply click the empty check box to the left of the names of all the people you want to move before clicking the 'Edit team' button. Then, after you select the team and click 'Update members,' all those people will be moved into the new team at once.
Alternatively, you can still edit an individual member's team assignment by going into their profile. Once you've found the member:
- Click on their name on the Members page and you'll be taken to their profile
- Scroll down on the Profile page to the 'Team Assignment' section
- Next to 'Team,' search for the team that you'd like to move them into
- Click the 'Save' button in the top right hand corner of that section to confirm the change
For a step-by-step with screenshots, please refer to the Changing a Member's Team article.
Change a member's role
First, find the member that needs to have their team assignment changed by going to the Members page on the Team Dashboard. Type in their email, name or employee ID (new!) in the search bar and hit Enter.
Once you've found the member:
- Click on the empty check box to the left of their name to select them. You'll see the box turns to green with a check mark in it, and a button to 'Edit role' appears toward the top of the page.
- Click the 'Edit role' button
- In the box that pops up, choose the roles that you would like them to have, and/or remove any roles they should no longer have
- Please refer to the What permissions does each role have? article for details on the permissions associated with each role
- Please refer to the What permissions does each role have? article for details on the permissions associated with each role
- Click the 'Update members' button
New! You can also change the role of multiple team members this way. Simply click the empty check box to the left of the names of all the people you want to move before clicking the 'Edit role' button. Then, after you select the roles and click 'Update members,' all those people will have the new roles.
Alternatively, you can still edit an individual member's role by going into their profile. Once you've found the member:
- Click on their name on the Members page and you'll be taken to their profile
- Scroll down on the Profile page to the 'Permissions' section
- Select the new role that you'd like them to have
- Click 'Save' in the top right hand corner of that section to confirm the update
For a step-by-step with screenshots, please refer to the Changing a Member's Role article.
Create a new team or sub-team (Manager, Super Admin and Account Owner roles only)
Navigate to the Teams page by clicking on 'Teams' in the Team Dashboard menu.
- Click the green 'New team' button in the top right
- In the box that pops up, type in a unique team name and specify the parent team
- Note: Every team must now have a parent team, which is the team above it in your organizational hierarchy. If you do not have multiple layers of teams or the team you're creating is not a sub-team, simply select your Main Organization as the parent team.
- Note: Every team must now have a parent team, which is the team above it in your organizational hierarchy. If you do not have multiple layers of teams or the team you're creating is not a sub-team, simply select your Main Organization as the parent team.
- Click the green 'Create team' button to add the new team
For a step-by-step with screenshots, please refer to the How to Set Up and Update Teams article.
New! The definition of a "team" is now a lot more flexible than what it used to be, so you can better customize Everlance to match your organizational setup. Before, each team was tied to a single manager. Now, a team can have no manager or multiple managers, all of whom have visibility into the team's members and can approve member reports.
Find a specific team / See a team's members
Navigate to the Teams page by clicking on 'Teams' in the Team Dashboard menu.
- Use the search bar at the top to find the name of the team you want
- Once you find the team you're looking for, click the three dots at the end of that row (next to the team's Parent team and select 'View members.'
You'll be taken to the Members page, with a pre-applied filter of the team so only the selected team's members are showing.
Alternatively, you can also navigate straight to the Members page and filter it yourself:
- Click the Filter button on the right side of the page
- Next to 'Team,' type in the team's name or the email of one of the team's managers
- Click the 'Apply filters' button
Change a team's manager(s) (Super Admin and Account Owner roles only)
The easiest way to change a team's manager(s) is by following similar steps to when you change a member's role.
First, find the member(s) that should now be assigned as a manager or removed as a manager from the team by going to the Members page on the Team Dashboard. Type in their email, name or employee ID in the search bar and hit Enter, or filter down the list by Team and/or Role.
Once you've found the member(s):
- Click on the empty check box to the left of their name(s) to select them. You'll see the box turns to green with a check mark in it, and a button to 'Edit role' appears toward the top of the page.
- Click the 'Edit role' button
- If you're adding managers to the team, select Manager or Manager Limited in the 'Add roles' box
- Please refer to the What permissions does each role have? article for details on the permissions associated with each role
- Please refer to the What permissions does each role have? article for details on the permissions associated with each role
- If you're removing managers from the team, select Manager or Manager Limited in the 'Remove roles' box
- Click the green 'Update members' button
For a step-by-step with screenshots, please refer to the Changing a Member's Role article.
Alternatively, you can also change a team's manager(s) its Team Profile page (new!). First, find the team that needs to have its managers changed by going to the Teams page on the Team Dashboard. Type in the team name or manager email in the search bar and hit Enter.
Once you've found the team:
- Click on the Team name and you'll be taken to the team profile
- Scroll down on the Team Profile page to the 'Team Managers' section
- To add another manager to the team, click the 'Assign Manager' button in the top right of that section
- In the box that pops up, search for the name or email of the person you want to add. The person must have already accepted their invite to join Everlance.
- Choose whether you want the new manager to have the Manager or Manager Limited role. Please refer to the What permissions does each role have? article for details on the permissions associated with each one.
- Click the 'Add Manager' button to confirm your selection
- In the box that pops up, search for the name or email of the person you want to add. The person must have already accepted their invite to join Everlance.
- To remove a manager from the team, click the 'x' at the end of their row with their name (next to 'View profile'
- Click 'Yes' to confirm you want to make a change. Note that removing a Manager from a team only removes the permissions associated with the Manager role. The person will still remain on the team as a Member.
- Click 'Yes' to confirm you want to make a change. Note that removing a Manager from a team only removes the permissions associated with the Manager role. The person will still remain on the team as a Member.
Change a team's settings (Super Admin and Account Owner roles only)
First, find the team that needs to have its settings changed by going to the Teams page on the Team Dashboard. Type in the team name or manager email in the search bar and hit Enter.
Important! Do not simply click Team Settings in the menu on your Team Dashboard unless you want to change the settings for your entire organization. Doing so will take you to the settings for your entire account, not just a team or sub-team.
Once you've found the team:
- Click on the Team name and you'll be taken to its profile
- In the left menu, choose what setting you'd like to change: Account Preferences, Rates & Purposes, Categories, or Team Places
- Any settings that you update here will automatically be applied for all members of the selected team, just like before
- After making any changes, make sure to click 'Save' and/or verify your updates are showing
What else has changed?
In addition to the changes above in how you manage teams and members, there are two additional noteworthy changes with the recent upgrade.
Behind-the-scenes upgrades
The first is one you won't see as much as you will feel. As you navigate around and interact with the dashboard, the experience should be smoother for you, with faster load times and fewer glitches.
We almost completely overhauled the fundamentals on which the dashboard is built so it is more stable, can better handle "large" requests and is less likely to "break," especially as we continue adding features to meet your needs. The truth is, Everlance started as a tool for freelancers and sole proprietors, so was not originally built to support the big teams we're so proud to call our customers today. We were overdue for a significant behind-the-scenes update, and we greatly appreciate your patience and understanding in the meantime.
Role names
The second change is to the names of the Roles in Everlance to better reflect how they are typically used. There is no change to the permissions and access associated with each role, but the following names have changed:
- "Manager" is now known as "Manager Limited." The "limited" in the name reflects the limited situations in which the role is applicable, such as needing to temporarily elevate someone to Manager Limited to help out the person who usually manages the team.
- "Admin" is now known as "Manager." The term Manager has a more clear meaning across different organizations, and we generally recommend anyone who is managing others and needs visibility into all of the members of their team and sub-teams be given the role of Manager.
- "Root Admin" is now known as "Account Owner." The concept of a "root admin" is only relevant in a technical setting, so the new name should be understandable for everyone.
Again, there is no change to the permissions and access associated with each role, only the name has changed. Everyone who used to have the role of Admin now has the role of Manager, but there is no difference in what they can see and do in Everlance. The same is true for everyone who had the role of Manager. Their role has been updated to Manager Limited, with no change to what they can see or do.
To review the permissions associated with each role, please refer to the What permissions does each role have? article.
What's new?
Here's the exciting part! All the new things that are now possible in Everlance, which will enable you to better customize it to your organization's needs and save you time.
Teams
The concept of teams as a reflection of your organizational hierarchy is actually new to Everlance. Before a "team" was the equivalent of a group of people who all have the same manager, but we know that's not necessarily what defines a team. Now, the definition of a team is much more flexible to reflect any group of people. That means a team can:
- Have multiple managers, all of whom have visibility into the team's members and can approve member reports
- Have no direct manager
- Consist of only managers
What a team shares is their Team Settings, including the Account Preferences, Rates & Purposes, Categories, Team Places, Approval Flow and Report Auto-create Schedule.
- Report approval by any team manager: Since a team can have multiple managers, you can now specify that any one of the managers can approve a report in the approval flow. Once one manager approves, it's considered approved and can move to the next step in the flow.
We recommend you set up your team structure to align to your company's organizational structure, whether it's based on function, region or something else.
- Parent Team: Each team now has a parent team, which specifies the team's place in the organizational hierarchy. The parent team is the team under which a team sits. For example, you might have a team for "California," which sits under the team "West Coast." In this case, California's parent team is West Coast and the managers of the West Coast team have visibility into all the members of the California sub-team as well.
Also new is the Teams page, which can be accessed from the menu on the Team Dashboard. It shows all the teams you have visibility into, with each team's manager(s) and parent team displayed. This page is also the starting point for three new features:
- Create a new team: You only need to specify a team name and parent team, and you can create a new team that will have shared Team Settings–no manager required!
- A new team can also be created from the Invite Members screen, in case you'd like to invite new members to a team that has not been created yet
- Search for a team: If you have a lot of teams, you can easily find the ones you're looking for by searching by the team name or manager email
- Team Profile page: From this page, you can change a team's parent team and add or remove managers from the team, as well as update the team name and units of measure
Members
On the new Members page, which can be accessed from the menu on the Team Dashboard, there are four new features to make finding and editing members more efficient:
- Search by name or employee ID: In addition to searching by a member's email address, you can find a member by searching for their name or ID
- Filter: To see a narrowed down list of all your members, you can filter by either or both:
- Role: Select one or more roles to show only members with those roles
- Team: Select a team to show only members of that team
- Bulk edit member roles: Simply click the checkboxes next to members to select them, and a new option to 'Edit role' will appear so you can add and/or remove roles from multiple members at once
- Bulk edit team assignment: Simply click the checkboxes next to members to select them, and a new option to 'Edit team' will appear so you can change the team of all those members at once
Roles
We've introduced a new role called "Super Admin" that has all the same permissions and access as the Account Owner, so they can do everything in Everlance. While there can only be one Account Owner, there can be as many Super Admins as you wish, so you can give more people the ability to help manage your account.
There's also a "Reviewer" role that applies to teams managing license and insurance verification through Everlance. If you're interested in reducing risk by verifying your employees' auto insurance meets your company policy, you can learn more here and reach out to your CSM or Account Manager for details on pricing.
There's also a new Roles & Permissions page, found in the Team Settings. This page summarizes how many people you have in each role on a team, serving as a handy reference of your team makeup.
What do I need to do?
We hope you're as excited about these additions and changes as we are! There's nothing that you are required to do at this point. As mentioned above, in your day-to-day use of Everlance, you probably won't even notice much of a change.
If you have time, we recommend you:
- Review your Teams page to make sure your teams are organized and setup the way you want
- Edit your teams and/or the members in them if anything doesn't look right or there's now a better way to set them up with the new flexibility of teams
- For example, you might want to add another manager to a team, or create a new team that should be the parent team to other teams but doesn't have a manager
- Review the Roles & Permissions page for your teams to make sure the right roles are assigned
- If you have any one with the role of Manager Limited, does their visibility really need to be limited, or should they actually have the Manager role? We generally recommend anyone who is managing others and needs visibility into all of the members of their team and sub-teams be given the role of Manager.
As always, if you would like guidance on how to best setup your team or have any questions, please feel free to reach out to your Customer Success Manager or email success@everlance.com. Our Live Support hours are 9am-5pm EST Monday-Friday and 9am-1pm EST on weekends.
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