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:

1. Enter Email Address of the person you want to invite
2. Select Role from the dropdown:
   • Administrator: Full access to all features
   • Tutor: Can create and manage courses
   • Member: Basic access to view content
3. Add Personal Message (optional)
4. Click "Send Invitation"

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

Administrator Role:

• Create and manage all courses and batches
• Invite and manage team members
• Access billing and payment settings
• Manage organization settings
• View all analytics and reports
• Delete content and manage data

Tutor Role:

• Create and manage their own courses
• Schedule and conduct live sessions
• View student progress and attendance
• Access teaching materials and resources
• Communicate with students
• Manage their own profile

Member Role:

• View assigned courses and content
• Access shared resources and materials
• Participate in team discussions
• View basic organization information
• Update their own profile

Changing Roles

To change a team member's role:

1. Go to Team Members page
2. Find the team member you want to modify
3. Click "Edit Role"
4. Select new role from dropdown
5. Confirm 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!