Organizations: Management and Guide Building

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Overview

Organizations allow you to group multiple guides under one billing umbrella. This tool helps manage multiple guides across groups or departments within one institution. 

Users in an Organization are either Organization Administrators (Org Admins) or Organization Members (Org Members). Org Admins are able to edit the Organization profile, manage the Organization's billing plan, manage the Organization's roster, create/edit guides, approve guides ready to publish, and view metrics for the Organization's guides collectively. 

Org Members, on the other hand, may create/edit guides. Please note that when guide collaborators are invited to build guides within the Organization, they will be added as Org Members automatically. 

This article details processes depending on your Organization role.

  1. For Organization Members
  1. For Organization Admins

 

1. For Organization Members

Building a Guide:

When you log in to the Guidebook Builder, you will arrive at your personal dashboard. This shows all guides for which you are either a guide owner or guide editor. (Click here for more information on these guide-level permissions!

Near the top-left corner, you will see a button labeled "Organization Guides". Click this button for a list of Organizations to which you have access.


To build a new guide
, click the "New Guide" button to get started with guide-building!

You will be asked to verify whether you want to build a new guide on your personal account or in the Organization. Click to select the Organization to verify and then start working on your guide. 

To edit an existing guide, just click on the name of the guide!

If there are guides missing from this view for you, please contact your Organization Administrator at your institution, or reach out to Guidebook Support at support@guidebook.com

Please note: When you click "publish" on a guide inside an Organization, it will need to be approved by an Organization Administrator before it will be available for download by users.

 


 

2. For Organization Admins

Overview

Organization Admin are able to add/edit guides just like Organization Members. They also have access to a full suite of information and tools. 

A. Guides

B. Organization Details

C. Members

D. Billing

E. Pending Guides

F. Metrics



A. Guides:

When you log in to the Guidebook Builder, you will arrive at your personal dashboard. This shows all guides for which you are either a guide owner or guide editor. (Click here for more information on these guide-level permissions!

Across the top of your screen, you will see an additional button "{Organization Name} Organization Admin", with your Organization Name. Click this button, and then select "Guides" to see a list of guides in your Organization. 

 

You can edit an existing guide by clicking on the title, or you can click the "New Guide" button to get started with guide-building. If there are guides missing from this view for you, please reach out to Guidebook Support at support@guidebook.com


B. Organization Details:

From the Organization Admin drop-down menu in the top-left corner of your screen, select "Organization Details" to view/edit your Organization's profile in Builder. Only the Organization Name is required!

  • Organization Name (required): Change the name of your organization.
  • Headline: Add your company motto or a short mission statement
  • URL: Add a URL for a website for your Organization. 
  • About Us: Write a brief description for your organization.
  • Cover Image and Icon: Edit your Organization's cover image and icon - this is a great place to put your shiny branding!

Be sure to to click "Save profile" before leaving this page.

C. Members:

From the Organization Admin drop-down menu in the top-left corner of your screen, select "Members" to manage users's roles in your Organization, invite users to your Organization, and view pending invitations for users to whom you have provided access. 

To remove any users, click the gear icon to the right of a member or admin, and choose "Remove".

To invite a new user, click on the blue "Invite Members" button. Provide an email address and specify the user's role in your Organization - either an Admin or an Editor. 

Click "Add More" to send more invitations at once. Be sure to click "Send Invite". The invited users will receive an email and/or they will also see an invitation notification in Builder when they log in. They may choose to accept or decline the invitation. 

Please note: Org Admins will be added as guide collaborators to all guides created within the organization after they have been added as an Org Admin. 


D. Billing:

From the Organization Admin drop-down menu in the top-left corner of your screen, select "Billing" to view your organization's Published and Active Guides, current plan details, payment information, and billing history.

On the left-hand side of the page, click on the name of any of your Published and Active guides to view its Guide Desktop. 

To edit your payment information, input the relevant information into the on-screen text fields.

Click on 'Billing History' to view a manifest of invoices from your organization.

For more information on traversing the Billing page, check out our Manage Plan support article. The workflows are analogous between Organizations and non-organization accounts.

 

E. Pending Guides:

When a guide in the organization is ready to be published, an Organization Administrator must approve it. (Non-Org guides are approved by Guidebook Support staff members).

From the Organization Admin drop-down menu in the top-left corner of your screen, select "Pending guides" to view & manage Organization guides pending approval. 

To approve a guide, click on the gear icon to the right of the guide name and select "Approve". Then click to confirm the guide approval.

To reject a guide, click on the gear icon to the right of the guide name and select "Reject". Please provide your rationale for rejecting the guide. Guide administrators will receive an email with the message you provide here. Note: Do NOT hit "enter" on your keyboard until you are ready to send this message! 

 

 

F. Metrics: 

From the Organization Admin drop-down menu in the top-left corner of your screen, select "Metrics" to view and manage collective Metrics for Organization guides. The Metrics: Understanding User Behavior support article provides details on each data component you see in the Metrics dashboard.

Please Note: If no guides have been published or downloaded by users, no data will be populated here. Please also be sure to check the date range to pull data in the desired timeframe. 

 

If you have any other questions about managing organizations, please don't hesitate to reach out to us at support@guidebook.com!

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