Lesson 1 of 8
Before we start learning about different ways of data management in SciNote, we will focus on people management.
We will begin by explaining the meaning of Organization management and Team management in SciNote. Here, you will learn how to invite your lab members, colleagues, or other associates to collaborate and share data.
Furthermore, SciNote can be used individually as well, so even if you are a single user, you can still benefit from this lesson.
[This functionality is available to Premium users only]
As a SciNote premium user, you belong to one Organization that can have multiple Teams. The Organization represents an entire workforce and is the first level of so-called user membership. On the second level, you can set up multiple Teams that represent different departments, business units, or groups of people who work on shared projects and share the same customized inventories (samples, reagents, lab equipment, etc.).
Technically speaking, the Organization represents your private SciNote subdomain with a unique URL link (e.g. companyname.scinote.net).
The Organization is managed by the Organization administrators who have full authority to manage Users and Teams within the Organization. They can invite new members, reset their passwords and lock their accounts, so in other words, the Organization administrators are system administrators. Simultaneously, they are the only ones allowed to create new Teams.
How to invite people to join your Organization?
Click Settings on the left side below and open the Members tab. All Organization members will be displayed in alphabetic order. If needed, the order can be changed by clicking on the column names.
Then, click the blue +Invite members button on the right and write one or multiple emails, confirming each email with the Enter key. When you are finished click the blue Invite Users button. The invited members will receive an invitation email to join your SciNote Organization.
Organization members can also become Organization administrators. In this case, an existing Organization admin upgrades the role of a selected member by clicking the cogwheel icon in the Actions column and selecting the Organization administrator role from the drop-down list. You will know that the person has become an Organization admin if there is a checkmark in front of the role name.
In addition, you can reset a person’s password or deactivate their account by locking it. Locking accounts is suitable when you want to deactivate someone’s account and disable their access to the Organization’s data. Keep in mind that locking someone’s account is a reversible action, and it makes space for an extra user seat.
[This functionality is available to the full extent to Premium users only. Free users can create and manage one Team only and have one user account, therefore, inviting additional users to the Team is not possible anymore since 1.18.5 SciNote version release.]
As mentioned in the previous chapter, Teams tend to represent different departments, business units, or groups of people who share the same customized inventories (samples, reagents, lab equipment, etc.) and work on shared projects in SciNote.
To create a new Team, got to Settings, open Teams tab, and then click the blue +New Team button. After that, write the Team name and Description and confirm it by clicking the blue Create button. The Team name can be the name of your lab, company, department, etc.
You can invite your colleagues, students, and even external collaborators to your Team and assign them different roles and permissions (we will talk more about this later on). Once they become your team members, you can share projects, protocols, reports, and your own customized inventories such as reagents, samples, lab instruments, etc.
How to invite people to join your Team?
To invite people to the team, go to Settings on the left side below, click Teams in the left navigation menu, and open the team by clicking on its name. Then click the blue +Add team members button on the left.
A new window appears, where you type in one or multiple emails of people you want to invite. To add an email, press Enter key on your keyboard, then click the blue Invite Users button and select a role.
There are three different user roles at the team level: Administrator, Normal user and Guest.
Administrator can manage the team members and see all projects. If you are the team administrator, you can easily change team members’ roles or remove them from the team.
Normal user can create, edit, and archive the team’s data, such as inventories, protocols, reports, and projects he/she has the access to.
Guest is only allowed to view the inventories, protocols, and reports and projects he/she has the access to.
If you have multiple teams, you can switch between them to display different projects belonging to a specific team, access this team’s protocols, etc.
To switch between your teams, click on the down arrow in the Team switch field and select the desired team from a drop-down list.
- Log into your SciNote Free account or shared SciNote Premium site that has a unique URL link (i.e. companyname.scinote.net).
- Invite people to your team.
- Assign user roles to invited people.
- Bonus (Premium accounts): If you are an Organization administrator, assign another additional Organization administrator.
Read the following articles:
- How do I invite people to my SciNote organization?
- What can I do as the Organization Administrator?
- How do I set up user roles in SciNote?
- How can I remove someone from my SciNote organization?
Watch the following video tutorials: