Crew: Adding to Workspace
Rachel Sharp
Last Update 4 months ago
Crew can be added to your Crew list in 2 different ways:
from the Crew page
from a Workflow
To add Crew from the Crew page simply head there from the menu and click the blue 'Add crew' button 🔵
Input the Crew Member's name and press continue. This will create a profile within your Workspace. To be able to add data or documents to a Crew Member they need to be associated with a Workflow (remember a Workflow can be internal, or accessible by the Crew Member).
You can either select an existing Workflow, or create a new one by clicking +Add a Workflow
We won't notify a Crew Member that they have been added to a Workflow unless you invite them 👍🏼
A full guide to Workflows is available here
Inviting crew
An invite can be sent to the Crew Member once you have chosen which workflow(s) you are wanting to assign them to.
Crew Members can be invited to multiple Workflows. Each Workflow creates a separate profile for them. This can be really useful for individuals holding different roles.
When the Crew Member accepts your invite 🥳 you will be notified.
They will be prompted to follow the instructions set out in the Workflow.
For Crew that already have their own Crew Profile, once they access the Workflow, the documents you ask for will be automatically pulled through to the placeholders for review and submission. A great user experience saving time and improving accuracy
Once the invite has been accepted a green tick will show by the associated account.
A crew member can choose to disconnect from a Workflow at anytime.
Adding Crew from a Workflow
If an individual is not already within your Workspace and they access a Workflow via a "public link" their profile will sit on the Profiles tab of the Workflow
You will be notified that a submission has been received on a Workflow.
Simply navigate to the Workflow, select Profiles.
The list will be sorted by the date the profile was created, but you can sort by other metrics.
Profiles with External >> Yes are those Crew Members that have not yet been imported into your Workspace
Click on the Crew Member's name and you will be taken to their profile, and able to see the data and documents that they have provided. Click on the documents provided to view.
You then choose whether to Import the profile. You can import a profile in 2 ways by either creating a new crew member or adding the profile to an existing crew member. If you select "add to existing" you will need to search by name.
For new Crew Members, if you requested "Full name" on the Workflow, the information provided by the Crew Member will appear in the display name box
If you delete the profile, the person who submitted the profile will be informed using a system generated email - example attached. You can customise the message. The reason the individual is notified is because the submission will be removed from their Individual Crew Profile.
If you neither delete or import the profile, it will sit on the Profiles section of the Workflow. The documents will not be added to your documents list. If the Crew Member then "disconnects" from your organisation, the entire submission will be removed from the Workflow
