Teams and User Access

Video released on 21/06/2024

Teams within Zaptic

The Teams section is the place to view and manage your users and teams in Zaptic. Here you can:

- Change a user’s permissions
- Invite or re-invite users to Zaptic
- View training completion on a team / user basis
- Download training completion data
- Import users in bulk using a template
- Create new teams
- Administrate existing teams

Terminology:

Teams - A group of users. One way to group a team is based on role e.g. a Machine Operators Team or a Leadership Team. Depending on the procedures to which a team is assigned, tasks and trainings are made visible in the app.

Procedure Collaborators - An admin user who can edit the procedure in question, as well as invite others to collaborate on the tasks within.

When creating a new procedure, you automatically become a procedure collaborator - meaning you will also automatically have access to your procedure within the Zaptic App.

Company tab

This page contains all the users invited to your Zaptic instance. It also provides information such as:

- Which users are active and when they last synced with Zaptic
  - We use sync here because users are able to use Zaptic offline. It's possible that a user has used Zaptic more recently than the last sync, but they just haven't reconnected to the internet yet.
- By clicking on a specific user, and then clicking "Edit", you can add or remove the user from specific teams (you must be a team admin to do this).
- You can also view a user's training completion status by clicking on the user's name and navigating to the "Training" tab in the top left:

If you ever need to revoke a user's access, please email our support team at support@zaptic.com.

Inviting new Users in Zaptic

To invite users to Zaptic, as well as teams, enter their email address(es) into the "Enter emails" box. Press space or comma after entering an email address to enter another.
- You can also add users with the same permissions and teams in bulk by pasting a list of emails from excel.
Select the permissions relevant for the new user(s)
Select at least one team to which the user(s) is assigned
- Note: The "User Management" permission will show an additional option to make the user(s) a team admin.

❗If a user is a team administrator, they will be able to manage the membership of that team.

📱You do not need to specify App permissions, these are automatically added.

Permissions

The table below details the user permissions available in Zaptic.

Permission	Access/Functionality
Boards	The boards tab in the portal, including all boards present within.
Data Management	Data management tab and the ability to create and update unit types and units.
Procedure Management	Procedures and Guides tabs and the ability to create a new procedure and the tasks and training within it as well as a view only permission to the rest of the procedures on the instance.
Procedure Admin	Like Procedure Management but with the addition of automatic collaboration on ALL procedures giving full edit access to all tasks and trainings in the instance.
User management	Teams tab and the ability to view existing users and teams. Note: Users with user management permission who are also team admins can add / remove users from the teams they admin.
System Admin*	Admin privileges; gives access to all the above combined, as well as team administrator privileges to all teams.
Confidential Reports	Only users with the "Super User" permission can enable this and it is required to see confidential reports, mark/unmark reports as being confidential.
AI Functionality	Allows you to control AI features on a user level. Anyone with a Super User access can grant this permission. When this permission is enabled, AI related features will be accessible in the portal. On it's own, this will give the user access to query Zaptic's Guides in search for knowledge.
AI Reports Access	Users with this additional AI permission will not only be able to query the Guides database but also the reports created by their very own colleagues and site personnel. Within AIKA, the source from which the information came i.e. Report or Guide is clearly written.

*The first Super User needs to be assigned by Zaptic, so please get in touch with support@zaptic.com. Other super users can assign subsequent super users.

Training Admin

The training admin permission determines who sees training content in areas like the training matrix, timelines, and user profile pages.

This is done by assigning the training admin role within teams. Training admins will have the ability to view training for all members of their respective teams. Get answers to frequently asked questions about this feature here.

Teams tab

This page includes all teams created in Zaptic. It also provides information such as:

How many procedures the team has access to
Teams' overall training compliance

From here you can create new teams, edit team names, manage users within a team and delete existing teams.

Clicking on a team allows you to see the training compliance of each individual user within that team. Below is my "Leadership" team: