Keep your site organized and up-to-date by regularly reviewing the items below.
Review workflows (i.e. forms and dashboards)
Your site consists of numerous forms and dashboards. Depending on how they're set up, they may include static instructions, options or default values that reference the previous year. Alternatively, you may want to make changes to existing workflows or archive those that are no longer relevant.
- Are there any workflows on your site that are no longer needed and can be archived?
- Are there any form or dashboard names that need to be updated?
- Are there any static instructions within forms or dashboards that were relevant to previous years and require updating?
- Do any of your dashboards' data sources use static date filters (or other filters) that require updating?
- Do any of your dashboards' data filters use static date filters (or other filters) that require updating?
- Are there any default values in your forms or dashboards that require updating?
- If you've added any new options to forms, do they have a performance standard (for reports) or ruleset (for dashboards) assigned?
Review roles
Roles are a crucial feature that determine which tools and assets users can access on AMS. Before onboarding new users, we recommend auditing the roles on your site to ensure they're up-to-date.
- Are the system permissions within each role still relevant to the actions that those users should be able to perform?
- Do the data permissions within each role provide the correct level of access to each workflow? If you archived or updated any workflows in the steps above, you may also need to update related data permissions.
- If self-registration is enabled on your site, are your default roles up-to-date?
Update site assets
The following may not be set up on your site but if they are, you should check that they're up to date and accessible by relevant users.
- Upload new resources
- Update system messages
- Update terms documents that require consent or site-wide terms and conditions
Create new user accounts
For most organizations, the start of a new year is associated with changes in personnel. This may include onboarding new users, updating existing users' positions within the organization or archiving users who are no longer with your organization. These situations may occur at any time in the year, but the start of the year usually sees these occur in bulk.
- Are there new people in your organization who need access to Teamworks AMS? If so, decide whether to add them individually or perform a bulk import of new user accounts from a CSV file.
- Do you need to update the roles and/or groups of any existing user accounts? If so, decide whether to update them manually through the admin interface or with a bulk import from a CSV file.
- Are there any users who are no longer with your organization? If so, you should deactivate their account so they can't access AMS anymore, but their data is retained on the system.
- Do you need to add or update users' favorite events and dashboards? You can perform this for individual users or in bulk.
- Do you need to upload profile images for your users? You can upload a profile image for an account in the Accounts tool.
- Do you have any integrations set up on AMS that require user mapping for newly added users?
- Do you need to set up any new site administrators, builders or team administrators on your organization's Teamworks AMS site? An existing site administrator can set up team administrators, but you'll need to be a SuperAdmin or contact Teamworks Support to set up new site administrators and builders.
- Do you have any profile forms on your site? If so, check whether you need to add records for your newly created users or update records for existing users. You can update profile form records individually or import data from a CSV file.
Onboard new users
An important step after creating new user accounts is to help onboard those users.
- Decide how you'll onboard new users - with the User Onboarding tool on the web, scanning magic links on a mobile device (e.g. a coach's phone), sending magic links via email to individuals, or sending onboarding instructions via email to multiple users.
- Share onboarding information with users, including:
- How they should access AMS (i.e. web or mobile) and a link to the mobile app, if applicable (see here for a QR code to help with this).
- The site URL
- Their username
- If single sign-on (SSO) is configured for your site, ensure your users have access to the SSO platform.
- If multi-factor authentication (MFA) is configured for your site, provide instructions to new users on how to set up their MFA preferences. You might like to share this help doc with them: https://smartabase.zendesk.com/hc/en-us/articles/14952135180948-Multi-Factor-Authentication
- If your organization has any compatible integrations set up, request that users enable them through the web or mobile app.
- Explain how and why AMS is used by their organization, including the workflows that are specific to them.
- Encourage users to prepare for poor or no network connection by configuring the AMS mobile app for offline use. If they've already downloaded forms for offline use previously, have them check whether there are any new forms they need to download.
- If needed, you can reset users' passwords to help with logging in. Alternatively, you could provide instructions on how to reset a password.
- For any new builders and administrators, direct them to the Teamworks AMS Learning Portal where they can register for our free training courses. If your organization requires them to be a certified AMS builder or administrator, please speak to your Product or Customer Success Manager.