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Setting up Teams

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The Teams tab is used to add team members to the Organization. Adding members to the organization can be viewed as forming an organization team for carrying out the gift card business. Businesses can also associate admins to the gift card portal from the Teams tab. The role of the members is to perform different duties in the organization. This helps the members to perform specific tasks that are assigned to them thereby contributing to the overall business objectives. At the organization level, it means that the work is distributed to different members and each member can perform their roles to achieve the organization's objective. The different roles can be defined based on the modules (such as vendor, business unit, store, area and so on). A member will only have access to their module and will not be able to see the other segments outside their assigned roles. If a team member is assigned with the admin access, they will have permissions to view and access all the modules of the portal.

Members

Adding New Members

The first tab under the Teams is Members. Follow the steps outlined below to add a new member - 

  1. Log in to the gift card application
  2. Under the Settings section on the left menu, click Team
  3. Click the Members tab on the top menu
  4. If there are no records in the Members List, you will see the message as "No data available in the table". To add a new member, click + Add Member.
    Team_-_Add_Member.png
  5. In the Add Member screen, enter the following details. All the fields except the phone number are mandatory. 
    1. First Name - Enter the first name of the member. This is a mandatory field.
    2. Last Name - Enter the last name of the member. This is a mandatory field.
    3. Email - Enter the email address of the member. This is a mandatory field.
    4. Country - Select the country of the member from the drop down. This is a mandatory field.
    5. Phone - Enter the phone number of the member
    6. Vendor - Select the vendor from the drop down. This is a mandatory field.
      IMPORTANT: You must have a Vendor created in the application before creating a member. Click the link to read the documentation to create a vendor in 99minds gift card platform.
    7. Account Type - Select the account type from the drop down. This is a mandatory field. You can select either Normal or API from the drop down.
      If you select Normal, the member will have to visit the website portal to get access in order to work on the platform. Selecting Normal will display an additional field "Is Admin". Selecting the checkbox will provide complete access of all the modules to the user.
      If you select API, an integration will automatically be done with the business utility tools that the member will use to have direct access to the portal.
      Team_-_Add_Member_with_Information.png
    8. Click Create to create the member details in the portal
      Team_-_Add_Member_-_Confirmation_Screen.png
    9. The member will receive an invitation email requesting them to activate the account. Click Access your account to activate the email account. You will be requested to set up a password to log in to your account. Enter the password and the confirmation and click Set Password to set the password for the member account. If the password was set successfully, you will see the confirmation message as "Password was set successfully. Click Log In to continue.
      Team_-_Add_Member_-_Email_Verification.png
      Team_-_Add_Member_-_Set_Password.png
      NOTE: If you do not verify the account and try to log in with the user credentials, you will see a validation message as "Account is not verified". Similarly, once you have set the password and if your roles have not been set, you will see a validation message as "You haven't been assigned any roles yet. Please contact your administrator to resolve this."
    10. Until the email is activated, the status will show as "not active" with a red cross mark under the "Active" column against the member's name. To activate the member's email / if the member did not receive the email, click the member's record from the list. Next, click the Resend Invite button to trigger the invitation email once again to the member's email address.
      Team_-_Member_Details.png
      Team_-_Member_Resend_Invite.png

View/Update Existing Member Details

If you want to view your member details, navigate to the Teams section. Under the Members tab, click the member that you want to view/edit. You will see the Overview tab with the details of the member such as Member First Name, Last Name, Country, Email, Phone, Account Type, Member ID, Is active status and Is Admin status. If the member has been assigned a role, the role information will also be displayed beneath the member details.

Team_-_Add_Member_-_Confirmation_Screen_copy.png

To edit the details, click Edit on the top right of the screen. In the Edit Member screen, make the changes and click Submit to save the details. Click Back to navigate back to the members list.

Team_-_Member_Edit_Details.png

Roles

Roles are the different user position levels within an organization. For example, within a business, there can be different roles such as Product Manager, Store Manager, Area Manager, Team Leader, Members, Staff etc., Each of these members will have predefined roles to perform within the organization. Therefore, individual roles are created as per the different access levels required for the members to the different modules of the gift card platform. Administrators can create different roles for the members and assign them permissions to different modules in the system.

Adding New Roles

The second tab under the Teams is Roles. Follow the steps outlined below to add a new role - 

  1. Log in to the gift card application
  2. Under the Settings section on the left menu, click Team
  3. Click the Roles tab on the top menu
  4. If there are no records in the Roles List, you will see the message as "No data available in the table". To add a new role, click + New Role.
    Team_-_Add_Role.png
  5. In the New Role screen, enter the following details. All the fields except the active checkbox are mandatory.
    1. Role name - Enter the role name in the text box. This is a mandatory field.
    2. Active - Select the checkbox if you want to make the role as active. Leave it unchecked if you do not want the role to be in the active state. This is not a mandatory field.
    3. Role Description - Provide a description for the role. This is a mandatory field.
    4. Select the modules - Select the modules to grant access to the member. Click the expand icon (green > icon) to expand the module block. By default, the options within all the module blocks will be disabled. Click the slider icon to turn it on. For example, expand the Customer_Service module block. Under this block, you will see different options such as Members, Cards. Click the slider against the option that you want to provide access to the member.
      Team_-_Add_New_Role.png
    5. Click Create to create the member role in the portal. If the role creation process is successful, you will see a confirmation message as "Role creation is successful". Click Back to navigate back to the Roles list screen.
      Team_-_Roles_List.png

View/Update Existing Role Details

If you want to view the role details in the platform, navigate to the Teams section. Under the Roles tab, click the role that you want to view/edit. You will see the Overview tab with the details of the role such as the Role Name, Role Description, Active status (green tick mark if the role is in the active state, or a red cross mark if the role is not in the active state), and the role id. Under the role details, you will find the different modules to which the member has access.

Team_-_View_Role_Details.png

To edit the role details, click Edit on the top right of the screen. In the Edit Role screen, make the changes and click Submit to save the details. You cannot make changes to the module level role permissions that was provided to the user. You can only make changes to the Role Name, Role Active status and Role Description. If the update was successful, you will see the confirmation message as "Role update was successful". Click Back to navigate back to the Roles list. 

Team_-_Edit_Role_Details.png

Assign Role

Once you have set up the roles in the platform, the roles can be assigned to specific members. Select the member and assign them a role depending on the organization requirements. Selecting the role from the drop down will display the role access privileges and the list of modules for which the user will have access. The different modules within the platform are categorized as "Access Types". There are four action types - Brand, Business Unit, Area and Store. The purpose of the Access Type selection is that, for instance, you have created a role of "Supervisor" and there are multiple business units or stores for the organization. By selecting the access type, the role (Supervisor) will only have access to the selected business unit or store. Selecting the value in the access type will automatically list the names of the business units or stores available in the organization. 

Follow the steps outlined below to assign a role - 

  1. Log in to the gift card application
  2. Under the Settings section on the left menu, click Team
  3. Click the Roles tab on the top menu
  4. If there are no records in the Roles List, you will see the message as "No data available in the table". To add a new role, click + New Role. If roles have been created, click + Assign Role.
    Team_-_Assign_Role.png
  5. In the Assign Role to Member screen, select the values from the dropdown. All the fields except the active checkbox are mandatory.
    1. Member - Select the member name from the drop down. This is a mandatory field. 
      NOTE: Only the members created with the "Is Normal" option selected and the "Is Admin" checkbox as not selected (unchecked) will be displayed in the drop down.
    2. Role - Select the role to be assigned to the user. The roles that are created under the "Roles" section will be populated in the drop down. This is a mandatory field. 
      Selecting the role will list the modules and the module level role permissions that was provided to the user. Under each module, you can define what operations can be performed by the member - such as READ, READ_WRITE, ADVANCED. You can also define if a member can perform any operations in the module. Select YES to grant the permissions and NO to deny the permissions to perform operations.
    3. Access Type - As explained earlier, the access type will list the four types - Brand, Business Unit, Area and Store. Select the access type from the drop down list. When an access type is selected, you will see an additional row where you will select the corresponding name of the access type. For example, if you select Business Unit as the access type, the list of business units will be displayed in another drop down. You can select the specific business unit from the drop down.
      Team_-_Assign_Role_Detail.png
    4. Click Create to assign the member role in the portal. If the role creation process is successful, you will see a confirmation message as "Member Role creation is successful". Click Back to navigate back to the Roles list screen.
    5. Once you have assigned the member roles, navigate back to the Members screen. Click the member row. Under the Member Roles section, you will see the different modules to which the member has access.
      Team_-_Assign_Role_Member_Detail.png

Modules

As explained earlier, the 99minds giftcard platform contains four parent sections - Management, Distribution, Web POS and Customer Service. Underneath these parent sections, there are different modules of the platform such as Campaigns, Gift cards, Allocations, Batches, Transactions, Customers, Reports, Teams, Billing, Integrations, and so on. All these modules will be listed under the sub-section hierarchy. The Modules tab will provide information about each module, the section it belongs to, a description, module id, and the status. Different roles can be created from the combination of modules and can be assigned to members (as explained in the previous section). The members will have access only to those modules that have been assigned to them.

NOTE: This section is completely READ-ONLY. You cannot perform any operations on this screen.

Team_-_Modules.png

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