There are two fundamental concepts to correctly configure your organization's account in Ommnio: Teams and Chat Groups.
👬 Team:
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- What is it? A set of users from your organization that you join based on the criteria you consider (belong to the same department, for example).
- What are they for?
- So that the people you consider can only manage a part of the team. In large organizations, it can be useful to divide the organization and distribute the responsibility of managing users and content in Ommnio among different teams.
- To establish hierarchies: A "parent" team can have "child" teams. For example, the "Company" team can have a child team for each workplace. And each workplace, in turn, can have child teams for each department. In each of these teams up and down the hierarchy, there may be administrators who manage only their area in the organization.
- To simplify subscribing to chat groups as much as possible. You can make every member of Team X automatically subscribe to chat groups W, Y, and Z.
- Where do you create, edit, and manage teams? In the account settings, under Teams.
📣 Groups:
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- What is it? A chat group allows member users to share content. Individuals or entire teams can subscribe to chats. And groups can be open (everyone can write) or read-only (only the administrator can write). Groups are what users find on the main screen when they access Ommnio.
- What are they for?
- To communicate and share content. In each chat group, member users will have access to conversations and shared files.
- If they are open groups, they also serve for members of the chat group to privately message each other.
- Where do you create, edit, and manage groups?
- If you are an Account Administrator 🏭 you can see ALL the groups in your organization in the account settings, under Chats. You must join to see the content and manage the group.
- Whether you are an Account Administrator 🏭 or a Team Administrator 👬 all the groups you belong to are available in the Chats tab.
The Ommnio team will help you configure your organization's account when deploying the tool. And then, they will always be available to help you maintain it. But below is a step-by-step guide in case you want to configure it yourself. 👇
1. Create teams
Go to settings, Teams section, and create the teams:
Teams can have hierarchical dependencies between them. For example, you can create a team for Truck Drivers and another for Forklift Operators, each with its Team Administrator and linked chat groups, and both can belong to the Logistics team, where there may be another Team Administrator who will always have visibility over the entire organization that depends on their Team (Truck Drivers, Forklift Operators, etc.). Logistics, in turn, can be a team that hierarchically depends on another called Tarragona Center, which includes it, and Operations, Warehouse, etc.
An example:
- ACME Company (Account Administrator - HR Manager)
- London Center (Team Administrator - Workplace Manager)
- Logistics (Team Administrator - Logistics Manager)
- Forklift Operators (Team Administrator - Forklift Operators Manager)
- Truck Drivers (Team Administrator - Truck Drivers Manager)
- Operations (Team Administrator - Operations Manager)
- Manchester Center
- Etc.
To create a new team, click on the button in the top right corner, in the settings, Teams section:
2. Add users to the teams
Filter by any criteria you need (in the search box and/or sorting by each column) and add the people you consider to each team by clicking on the selection checkbox. At the top, you will see how many people are part of the team according to your selection.
3. Subscribe teams to chat groups
Create or edit chat groups and link complete teams or individuals.
If you want an entire team to subscribe to a particular chat group, select it when creating the group 👇
Or select individual users from the list below the group creation or editing form.
Whether you select an entire team or individuals, in the creation and editing of chat groups, you can always choose what role to assign them:
When you assign the role of "Writer" or "Admin" of the group to a team, all the people belonging to that team will have those privileges. This can be especially useful if, for example, your organization has a group of users who must manage different groups (e.g. the entire Human Resources team). You can create a specific team for them (called "Administrators," for example), and add them with the administration role in each chat group they must manage. If any of those people leave and need to be replaced, just add the new member to the "Administrators" team, and they will be assigned all the permissions without any further complications.