Content marketing is a team sport, so here's a quick walkthrough of how to add (invite) team members, configure their calendar access and user roles, and delete (deactivate) them if they leave the team.
Adding A Team Member
Admins and editors can add team members a few different ways, but we'll focus on adding them via the dedicated Team Members interface. Click on your name/photo in the top right and select "Team Members" in the dropdown menu. This will take you to the Team Members interface where you can see everyone who has been added to your Divvy Account.
To start the invite process, complete the following steps:
- Click the blue Add Team Member link in the upper right hand of this interface. This will trigger the Add Team Member form (overlay).
- Fill in the required/relevant fields (First Name, Last Name, and Email Address)
- Important Note: If you want this Team Member to be a Reviewer-only user (which is a free user seat), then check that box.
- Click the Add Team Member button - This will send an email invitation to the newly added team member with login instructions.
Configuring User Roles (Permissions) and Calendar Access
Once you've completed the first form, which sends the invitation to the new team member, you'll immediately be presented with another screen that allows you to specify the new user's access and roles on each calendar. Divvy offers you a lot of flexibility and control with regard to giving individual team members access to certain calendars (or hiding calendars), and determining the proper role for each calendar.
For a detailed breakdown of user roles and their permissions, check out this knowledgebase article.
For example: Some users may need to have an Editor role on certain calendars where they need to create, plan and produce content. Those same users, though, may only need to have one of the Reviewer roles on other calendars that belong to other teams or departments. There's still value in users having visibility to many calendars, but they shouldn't be allowed to edit anything.
If you're not quite sure which roles would be best, you can always start with a lower level and come back to re-configure roles later on. From this same Team Members interface, you can just hover over a team member's name, which displays two options: View/Edit User and Delete User. Click View/Edit User to bring up the Edit Team Member overlay. Proceed with making adjustments to the role assignment per calendar.
Within the overlay you will be presented with all the Parent (Enterprise) and Child Calendars. To save you some time, we have some propagation built in for Enterprise users who utilize Parent Calendars. You can give a user a role on a Parent Calendar and have that role propagate to all child calendars, or select a role on a per calendar basis. If a user should not have any access to a certain calendar, then make sure NO ROLE is selected.
When you have specified all desired roles, click the blue "Assign Roles" button to apply your settings.
Deleting a Team Member and Reassigning Their Content
Need to remove a team member? Do they own calendars or content that needs to be reassigned? Divvy has you covered.
You can delete a team member and reassign the calendars and content they own in the Team Members section. Hover over the team member you need to remove and locate and click the blue delete option on the right.
After confirming the team members should be deleted, our system will do a check of the database to determine whether or not the user owned any calendars or content items. If they did, you'll have the change to reassign those to other team members.
Behind the scenes, deleting a team member is actually more of a "deactivation", considering that individual users have lots of other things connected to them. For example, if a team member leaves a comment on a content item, it wouldn't be right to remove that comment when a user is being deleted. That comment might be important as part of the history of that content project. So for these reasons, we deactivate the user so that much of their past activities will remain intact.