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How To Set Up Your Team Management & Self-Registration Pages

With AccessAlly’s teams feature, a single user purchases the team license and is automatically designated as that team’s Leader. The Team Leader can then add other members to the team.

This tutorial shows you how to set up the Team Management page so that the Leader can add or remove members of the team as needed.

If you haven’t yet, please set up your first Team by following this tutorial: How to Set Up Teams Inside AccessAlly.

Follow these steps to set up your team management page:

1. Customize the “Add Team Member” Display

Go to: AccessAlly > Teams > Setup.

In the New Member tab, you can determine what the team leader will see/read when they want to add a member to their team.

When the team leader has invited the maximum number of members to the team, the message can be customized to give more direction. For example, you might add a link to allow the Leader to purchase additional licenses.

Add a new member setup options in AccessAlly

By default, the team admin’s “add” options appear like this:

Popup Display for adding team members

2. Allow Team Members to Self-Register

It is possible for a team leader to invite users to the team via a custom self-registration link.

By default, this feature is not enabled. To enable, check the box and fill out the help text.

Settings to allow team members to self-register

Recommended: Use a Separate Registration Page

We recommend that you check the box to use a separate page for the self-registration form. (When not selected/enabled, the self-registration page will be the same as your team dashboard page.)

settings that allow team member to self-register

On the front end, the team leader will see the self-registration link on their management page, so they can easily share it with whomever they would like to invite to the team:

Allow Users to Self Register

3. Configure Additional Input Fields

You can ask for additional information when adding a new team members. In the example below, the user is asked to identify which department they are a part of.

AccessAlly settings to ask for additional user input

Step 2: Customize What Information Is Collected and Displayed for Team Members

Under the Display tab, you can determine what information appears alongside each team member by adding additional elements and reorder them using drag and drop.

Screenshot of the setup options for team member display

Available customization options include:
team member customization elements for AccessAlly

4. Team Interactions

Under the Interactions tab, you can set up unique buttons that trigger interactions between team members and the team leader:

Once you choose the interaction, you’ll then assign a tag (already created in your CRM). This tag can then trigger whatever more complex automation you would like.

screnshot how to add an interaction for the teams feature

5. Add the Team Management Shortcode To Your WordPress Page

Now, create a new page inside your membership site to be used as the Team Management page.

Then, with the AccessAlly shortcode adder, select the “Team Management” Shortcode. If you have multiple teams created, select the one you’re creating this management page for via the dropdown.

The shortcode will appear similar to this on the page:

[accessally_team_admin_management team_id=’XXX’]

The screenshot below shows an example of what this page might look like (it will vary based on your unique setup.)

AccessAlly Bulk Course Enrollment Team Portal Image

If you decide to create a separate page to use for team member self-registration, you can create that, add the shortcode, and publish it. Do not require a login to view the page, or the registration will not work properly.

6. Add Permission Tags to Your New Team Management Page

If you’re using a separate self-registration page, you can enable the Visitors Must Login To View This Page box in the AccessAlly Permission settings.

In that same area, designate a special permission tag that will be given only to the Team Leader’s account. This might either be the Leader Tag designated in Step 3 of this tutorial, or it might be a separate tag that’s added to the Leader via a CRM Automation when the Team Leader first purchases the license.

If any team members receive the permission tag for this page, they will also be able to perform team management operations like adding or removing team user accounts.

Test New Team Management Page

At this point, it’s time to test out the new team management page:

  • Create a test user by running through the order form process you have in place to create your teams, so that they have their own “team” info and the required Team Leader tags. Please do this with a new email that does not already exist in your system.

When your order form process and tags are configured properly, the page should appear similar to this for your test user:

Updated on July 8, 2020

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