In a company with many employees working across many teams, workgroups are essential to organize the workforce. In Powow, a Workgroup mirrors the environment inside the company to organize members and the meeting data they create in the platform.
A brand new organization in Powow has one default workgroup that is displayed on the top of the sidebar menu. The creator of the account becomes an Organization Admin and will be added to this workgroup by default. Organization Admins can change the default group’s title and create new workgroups for their Organization to better reflect the structure of the company.
|All the data from current accounts that were created before the release of Workgroups will be moved to the Default Workgroup. Your data from the Organization section (including Associations, Censored Language, and Confidential Content) will remain untouched. The Organization section is unified for all the Workgroups in the Organization.|
Each new Workgroup will have the same set of features as the default (incl. Service Plan limits).
To manage Workgroups, proceed to the Organization section in your web app sidebar menu and choose Workgroups. It will take you to the Workgroups settings page.
Since the Organization section is only available for Organization Admins, only those who have Admin access will be able to manage Workgroups in the organization and assign each user to relevant Workgroups.
In the Workgroup settings section, you can view existing Workgroups in your Organization, create a new Workgroup, invite users to a Workgroup, see the list of users who have previously been invited to a Workgroup, and dive into the Workgroup member’s details.
In Workgroup Settings, first, you will see a list of the Workgroups in your organization. The Workgroups list displays:
- The Workgroup title
- Number of meetings within the group
- Number of users invited to the group
Sort the list by any column title. Hover over the right of each title to unhide the arrow. Each time you click on the arrow, the column will change its order, either ascending or descending.
Use the search field to find a Workgroup. Click on the search icon and type in the Workgroup title. Along with the search, you will find + Create New group
Add a new Workgroup:
- Click + Create new Group
- In the pop-up window, insert the name of the group
- Click Save to continue
Edit an existing Workgroup:
- Click the more key
- Choose Edit to change the workgroup title
- Click Save to keep or Cancel to discard the changes
Delete a Workgroup
- Click the more key and choose Delete from the dropdown
- Delete the workgroup from the list. The system will ask you to save the data from the group you wish to remove. In the pop-up window Select Workgroup to assume ownership of existing content, unfold the dropdown, and choose the workgroup to which you wish to save the content
- Click Save to confirm the process
Change the number of workgroups to display per page: 20, 50, or 100. Find this option in the bottom-right, and click to open the dropdown. Use the arrows next to it to navigate between pages.
Click anywhere on the row of a particular Workgroup to proceed to the member's list.
The Workgroup members page overview
The page of the Workgroup displays a members list with the number of users in the workgroup and a total number of meetings the workgroup contains on the upper right side of the screen.
Right below, you can find the search field and the + Add new User button. Use the search field to find a particular User. Click on the search icon and type in the name or email address.
Sort the list of users by any column title: user name, meetings owned by the user, projects, and tasks. Hover over the right of each title to unhide the arrow. Each time you click on the arrow, the column will change its order, either ascending or descending.
Dive into a user’s details by clicking on their name.
When reviewing the member's list, you can change the number of users to display per page: 20, 50, or 100. Find this option in the bottom-right, and click to open the dropdown. Use the arrows next to it to navigate between pages.
Inviting Users to Workgroups
As an Organization Admin, you can invite users to workgroups in two ways:
- When inviting a new User to Powow
- When inviting an existing User in the Workgroup settings
In the first method, the Workgroup to which you initially invited a new user will be set as the user's Home Workgroup by default. You may invite the same user to more Workgroups later via the Workgroup invitation second method, explained below.
To invite existing Powow users to a Workgroup, go to Workgroup settings. Open the members list of the workgroup by clicking its title.
- Click + Add New User
- In the pop-up window, choose the desired user from the dropdown (which shows all users in the organization not yet involved in this workgroup.
- Add multiple users by clicking
- Use to remove users if needed
- Click Save to confirm your actions
- Once saved, the invited user will receive a notification to accept the invitation
Go to the Manage Profile section on the upper toolbar and choose the Profile Details tab.
Scroll to Access:
Home Workgroup - sets the default group to which all your meetings will be submitted. If you have access to more than one Workgroup, you can change your default group using the Change key on the right.
|Your first Home Workgroup has been set up by the Organization Admin who sent you an invite to join Powow.|
My Workgroups - within your role, you may be a part of various Workgroups. Your Organization Admin sets your profile up accordingly. The currently active Workgroup is displayed on the top of the left sidebar menu.
If you are a member of more than one Workgroups, you can:
- Change the selected workgroup on the top of the left sidebar menu to view meetings from another Workgroup. Click the arrow to unfold the dropdown and choose the desired Workgroup.
- Open the web app in a new tab of your browser and select the desired Workgroup. You can keep various Workgroup environments open at the same time as long as they are opened in the different tabs.
Access in Workgroups
Users can be a member of one Workgroup, multiple Workgroups, or every Workgroup in an Organization.
Users will have different meetings in every workgroup, depending on under what group the meeting was scheduled.
Global analytics are contained within a Workgroup, though the Organization settings are applied for all meetings across all Workgroups.
Below are tables that explain what is available within a Workgroup and what features are unified across Workgroups.
User features and Organization data that are Workgroup dependent
|Meeting Flows||Individual for every Workgroup environment|
|Tasks||Will show all tasks assigned in meetings that a user has access to within one Workgroup|
|Custom Topics||Will search relevant topics in all meetings you have access to within one Workgroup (create up to 10 Custom Topics in every Group)|
|Meeting to Meeting||Will show all meetings within one Workgroup that are not set up with privacy settings|
|Custom Labels||Applied to all meetings you have access to within one Workgroup|
|Correction Phrases||Applied to all meetings within one Workgroup|
|Meetings||Belong to a particular Workgroup and can only be viewed from that Workgroup|
|User selection in meetings (participants, access, and activity performer)||Сontain only users who are included in the Workgroup to which the meeting was submitted|
|List of Participants (sidebar menu)||Displays all participants who are the members of the selected Workgroup|
|Access Groups||Allows to group users within a given Workgroup|
Organization settings are global and unified for all Workgroups. All values are set up by Organization Admins.
|Users||The list will show all users in the organization|
|Admins||The list will show all users in the organization|
|Organization Details||Set up details in the whole organization|
|Associations||Can be applied to all meetings in the organization|
|Censored Language||Applied to all new meetings within the organization|
|Confidential Content||Applied to all new meetings within the organization|
|Archived Meetings||Meetings of the entire organization will appear here|
|Audit History||Change history in the whole Organization|
|Billing||Plans and Payments for the whole organization|
|Set up a Manager||Can be a user from the same or another Workgroup
*managers from different Workgroups can not view your meetings
|Set up a Delegate Owner||Can be a user from the same or another Workgroup
*meeting will be submitted to the delegate’s workgroup
Meetings can be scheduled for only one workgroup. The meeting will be submitted to your Home Workgroup or, depending on your inputted dial-in setting (when inviting an Agent using immediate dial-in), to the Workgroup you chose.
If you wish to submit your meeting to a group other than your Home Workgroup, there are two options:
- If you are a meeting organizer, change your Home Workgroup in profile settings before scheduling a call with your calendar
- Invite Powow Agent on the call during the meeting using the form in the web app. In the form, you can specify to which group this meeting will be submitted.