Team Management Guide

This guide covers everything you need to know about managing your team in Guidroo, from inviting new members to setting up effective collaboration workflows.

Table of Contents

1. Inviting Team Members
2. Managing Roles and Permissions
3. Team Collaboration
4. Student Management
5. Communication Tools
6. Best Practices

Inviting Team Members

Step 1: Access Team Management

1. Navigate to Settings → Team Members
2. Click "Invite Member" button
3. Fill in invitation details

Step 2: Send Invitations

Basic Invitation Process:

Permission Required: Only administrators can send invitations.

1. Enter Email Address of the person you want to invite
2. Select Role from the dropdown:
   • ADMIN: Full access to all features (create batches, sessions, manage team, billing)
   • TUTOR: Can create and manage sessions, assigned to batches
   • STUDENT: Limited access, enrolled in batches, has student dashboard
   • MEMBER: Basic access to view content
3. Add Personal Message (optional)
4. Click "Send Invitation"

Important: The system checks if the email is already a member or has a pending invitation before sending.

Bulk Invitations:

For multiple team members:

1. Click "Bulk Invite"
2. Upload CSV file with email addresses and roles
3. Review invitation list
4. Send all invitations

Step 3: Track Invitation Status

Monitor your invitations:

• Pending: Invitation sent, waiting for response
• Accepted: Team member has joined
• Declined: Team member declined invitation
• Expired: Invitation expired (resend if needed)

Managing Roles and Permissions

Understanding Roles

ADMIN Role (Administrator):

• ✅ Create and manage all batches (courses)
• ✅ Create and manage sessions
• ✅ Start live sessions (go-live feature)
• ✅ Invite and manage team members
• ✅ Change member roles
• ✅ Access billing and payment settings
• ✅ Manage organization settings
• ✅ View all analytics and reports
• ✅ Delete content and manage data
• ✅ Access contacts/CRM features
• ✅ Enroll students in batches
• ✅ Assign tutors to batches

TUTOR Role:

• ✅ Create and manage sessions (if assigned to batch or admin)
• ✅ Start live sessions (if session creator or assigned tutor)
• ✅ Join live sessions as HOST
• ✅ View student progress and attendance
• ✅ Access teaching materials and resources
• ❌ Cannot create batches (only admins can)
• ❌ Cannot invite team members
• ❌ Cannot access billing settings
• ❌ Cannot manage organization settings
• ✅ Manage their own profile

STUDENT Role:

• ✅ View enrolled batches (courses)
• ✅ Join live sessions (if enrolled in batch)
• ✅ Access student dashboard
• ✅ View student analytics (study hours, completed tasks, attendance)
• ✅ Access session content and materials
• ❌ Cannot create batches or sessions
• ❌ Cannot access contacts/CRM
• ❌ Cannot access admin features
• ✅ Manage their own profile

MEMBER Role:

• ✅ View assigned courses and content
• ✅ Access shared resources and materials
• ❌ Cannot create batches or sessions
• ❌ Cannot join live sessions
• ❌ Limited access to features
• ✅ Update their own profile

Changing Roles

Permission Required: Only administrators can change member roles. Owners cannot change their own role (must remain ADMIN).

To change a team member's role:

1. Go to Settings → Team Members page
2. Find the team member you want to modify
3. Click "Edit Role" or "Change Role"
4. Select new role from dropdown (ADMIN, TUTOR, STUDENT, MEMBER)
5. Confirm changes

Important Notes:

• Organization owners must remain ADMIN (cannot be changed)
• Role changes are immediate
• When changing to TUTOR role, system may create/update Tutor record automatically
• When changing to STUDENT role, system may create/update Student record automatically
• Cache is automatically invalidated to reflect changes

Custom Permissions

For advanced organizations, you can set custom permissions:

• Course Management: Who can create/edit courses
• Student Access: Who can view student information
• Financial Access: Who can see payment information
• Settings Access: Who can modify organization settings

Team Collaboration

Shared Workspaces

Create shared spaces for team collaboration:

1. Go to Workspaces in your dashboard
2. Click "Create Workspace"
3. Add team members to the workspace
4. Set permissions for each member
5. Start collaborating on projects

Document Sharing

Share documents and resources with your team:

• Upload Files: Share teaching materials and resources
• Organize Folders: Create logical folder structures
• Set Permissions: Control who can view/edit documents
• Version Control: Track changes and updates
• Comments: Add notes and feedback

Team Communication

Stay connected with your team:

• Team Chat: Real-time messaging for quick communication
• Announcements: Share important updates with the team
• Meeting Scheduler: Coordinate team meetings and training
• Notification Settings: Control how you receive updates

Student Management

Student Enrollment

Manage how students join your courses:

Automatic Enrollment:

• Students can self-enroll in open courses
• Payment processing is handled automatically
• Confirmation emails are sent automatically

Manual Enrollment:

• Invite specific students to courses
• Send personalized invitations
• Track enrollment status

Student Progress Tracking

Monitor student progress across all courses:

• Attendance Records: Track who attends sessions
• Assignment Completion: Monitor homework and projects
• Performance Metrics: View grades and assessments
• Engagement Levels: See how active students are

Student Communication

Communicate effectively with students:

• Individual Messages: Send private messages to students
• Group Announcements: Share updates with entire classes
• Progress Reports: Send regular updates to parents
• Feedback Collection: Gather student input and suggestions

Communication Tools

Internal Team Communication

Team Chat Features:

• Real-time Messaging: Instant communication with team members
• File Sharing: Share documents and images in chat
• Message History: Access previous conversations
• Notification Settings: Control when you receive messages

Announcement System:

• Create Announcements: Share important updates with the team
• Target Audience: Send to specific roles or individuals
• Scheduling: Set announcements to be sent at specific times
• Read Receipts: Track who has seen announcements

External Communication

Student Communication:

• Email Integration: Send emails directly from the platform
• SMS Notifications: Send text messages for urgent updates
• Calendar Integration: Sync with student calendars
• Parent Communication: Keep parents informed of progress

Best Practices

Team Onboarding

New Team Member Checklist:

1. Send Welcome Email with organization information
2. Provide Access Credentials and login instructions
3. Schedule Training Session to familiarize with platform
4. Assign Mentor for ongoing support
5. Set Up Regular Check-ins for first few weeks

Effective Collaboration

Collaboration Best Practices:

• Clear Communication: Use specific, actionable language
• Regular Meetings: Schedule consistent team check-ins
• Document Everything: Keep records of decisions and changes
• Use Tools Effectively: Leverage platform features for efficiency
• Provide Feedback: Regular performance reviews and suggestions

Team Performance

Monitoring Team Performance:

• Activity Reports: Track team member engagement
• Course Analytics: Monitor teaching effectiveness
• Student Feedback: Gather input on team performance
• Goal Setting: Establish and track team objectives

Troubleshooting

Common Team Management Issues

Invitation Problems:

• Check Email Addresses: Ensure all email addresses are correct
• Check Spam Folders: Invitations may be filtered as spam
• Resend Invitations: Try sending invitations again
• Contact Support: If problems persist, contact our support team

Permission Issues:

• Verify Roles: Ensure team members have correct roles assigned
• Check Settings: Review organization permission settings
• Update Permissions: Modify permissions as needed
• Test Access: Have team members test their access

Communication Problems:

• Check Notification Settings: Ensure notifications are enabled
• Verify Contact Information: Confirm email addresses and phone numbers
• Test Communication Tools: Try different communication methods
• Update Contact Information: Keep all contact details current

Getting Help

Support Resources:

• Help Center: Comprehensive documentation and guides
• Video Tutorials: Step-by-step video instructions
• Community Forum: Connect with other users for tips
• Live Chat: Real-time support during business hours
• Email Support: Detailed help via email
• Phone Support: Direct phone support for Pro and Business plans

Advanced Features

Team Analytics

Track team performance and engagement:

• Activity Metrics: See who's most active on the platform
• Course Performance: Monitor which courses are most successful
• Student Satisfaction: Track student feedback and ratings
• Revenue Analytics: Monitor financial performance by team member

Workflow Automation

Automate routine team tasks:

• Auto-Assignments: Automatically assign students to tutors
• Scheduled Communications: Send regular updates and reminders
• Progress Reports: Generate automatic progress reports
• Task Management: Create and track team tasks and deadlines

Integration Management

Connect with external tools:

• Calendar Integration: Sync with Google Calendar, Outlook, etc.
• Communication Tools: Integrate with Slack, Microsoft Teams
• File Storage: Connect with Google Drive, Dropbox, OneDrive
• Analytics Tools: Integrate with Google Analytics, Mixpanel

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Effective team management is crucial for the success of your online education business. By following these guidelines and best practices, you'll create a collaborative environment that benefits both your team and your students. Remember, our support team is always available to help you optimize your team management processes!