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How to Set Up Teams Inside AccessAlly

The first step in setting up a team is to pre-create a team with a designated number of licenses and permissions.

You may have multiple teams inside your membership site – each will have to be set up separately.

Please note that more setup will be required before your team is ready to go. Please review setup steps in the Teams Guide article.

Pre-Setup in your CRM

The first thing you’ll want to do is create a few necessary tags and a custom field inside your CRM. We’ll use these when we dive into the AccessAlly settings.

In your CRM, please create the following tags:

  • Team Leader Tag: This tag is used to designate a team’s Leader(s).
  • Team Member tag (optional): AccessAlly will automatically add this tag to users when they are added as team members.
  • Welcome tag(s): These tags are added when users are first added to the team. This applies to both the team leader and team members. Usually includes the Has Access tag for the course which should already exist from when you created your course. Optionally, you can also add trigger tags to send a welcome email.
  • Custom Field: You will also need to create a Custom field to store team data: AccessAlly uses this custom field to store information about the team. We recommend naming it something such as Your Course Name Team. PLEASE NOTE:The custom field mentioned in the video should be a text field, and will be used by AccessAlly to store team-related data. Do not assign any value to it directly.

Video Tutorial

The custom field mentioned in the video should be a text field, and will be used by AccessAlly to store team-related data. Do not assign any value to it directly.

Written Tutorial

Step 1: Locate the Teams Setup Area inside AccessAlly, Create a Team

Log into your membership site, and go to AccessAlly > Teams > Setup > Basic Setup. Here, you can click on the button to create a new team.

Screenshot of the Team Program Screen

After naming your team, click into the tab. The rest of the steps in this tutorial will cover the information in this tab (screenshot below).

Screenshot of Team program settings page

Step 2: Set up your custom field

For the teams feature to work, a custom field must be setup inside your CRM to store the data. Please create a new custom field for this purpose, then designate it inside the settings.

Important: Each team type needs to use a different custom field. This is important to avoid overwriting settings if a team member is a part of multiple teams, or a team owner has multiple types of teams.

Step 3: Designate your Team Leader Tag

Since each user on the team will have a login to your membership site, AccessAlly will apply this tag to the leader of the team, so they can perform admin operations like adding or removing team members.

How this tag is applied:

This tag is NOT “magically” applied to a team leader. It must be applied either through an order form or a CRM automation, which you can create following this tutorial: How to Set up the Order Form and Automation for the Teams Feature.

Step 4: Designate the Tag for Team Members

This tag is ONLY added to the user(s) when they are added to the team. This tag can be used to trigger automation / send notification email for ONLY the team members, not the team leader.

Step 5: Designate Initial Team Size (Number of team member accounts, excluding the primary team leader)

How many team members can be added by the team leader? Designate the number here.

Please note, you can increase or decrease team size if the team leader requests this option. Learn how in this tutorial: How to Increase and Decrease the Size of Your Teams

Step 6: Configure your Welcome Tags

What tags would you like added to the team members? You can designate those here.

One good idea is to add all of the necessary permission tags required for the courses that a team member should have access to.

Another option is to add a single tag that is used to kickstart an automation inside your CRM. This second option might be a good route to take if the team has access to a stage-release course that you’d like to be released sequentially using a CRM automation… or if you’d like to send a welcome email to the team member with their login information.

Step 7: Configure your revoke tags

The final step in the initial setup is to designate a revoke tag that you would like added to a user when they are removed from the team.

There are two viable possibilities for this tag:

FIRST, it might be the revoke tag associated with the content the team has access to (you can add more than one tag here). This works if you want to simply revoke access, with no further automation.

SECOND, you might also choose to add an entirely unique revoke tag if there are additional actions you’d like automated, like sending an email to the cancelled team member, etc.

If you choose the second route, the CRM might go as follows:

  1. Teams Revoke Tag > triggers automation
  2. CRM Automation adds all necessary revoke tags for courses
  3. Send HTTP Post/Webhook to sync new permission between your CRM and AccessAlly

Final Check: Save Changes

Once you have configured all the settings inside this “Basic Setup” tab, make sure to click on “Save Changes”.

Part 2: Create the Team Management Page

Every team Leader needs to be able to access a special management page. This management area allows them to add or remove team members, see who’s on their team, track user progress, and even communicate with team members 1-1. Take time to configure your management page with this tutorial, before moving onto the next step in the Guide article.

Updated on October 30, 2020

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