How to create organization (workspace) and invite team members

Modified on Mon, 10 Jun at 8:58 PM

The organization is a prerequisite for creating teams and shared event types such as Collective and Round Robin. You can also manage billing from one place by setting up the organization.

To set up an organization (workspace) in Leadmonk, you’ll need a paid Professional or Teams or Enterprise subscription. The one who creates the organization automatically becomes the owner of that organization and he/she can invite other teammates to the organization. The owner can assign the role of admin or user to the invited member of the organization.

Owner and Admin of organization can:

add and remove members from the org.
add, edit, and remove event types from users' accounts.
create team booking pages that contain team event types.
monitor the teams and individual member's scheduled appointments.

How to create the organization
How to invite team members to your organization
How to accept an invitation to join the organization
How to change role of a team member
How to remove an active member from the organization
How to delete the organization
Other Help Pages

How to create the organization

Creating an organization in Leadmonk is a simple process. Follow these steps to create an organization for your business:

Login to your Leadmonk account.
Go to the “Settings -> Organization” page.
On the Admin Management page, click on the “Organization” tab.
Here, you will see a form where you can specify the name of your organization (this is only for internal use).
Specify the subdomain of your organization without spaces or special characters. Booking pages of all teams will be with this subdomain. The name of the subdomain has to be unique within Leadmonk. This name cannot be changed once the organization is created.
Once you have specified the name and subdomain of your organization, click the ‘Create Organization’ button to create the organization.
You get a popup as shown below. Click 'Continue' button to proceed further. Once you create organization, its not possible to change the name and subdomain details.

Note: Once you create organization, all your booking links will be with this subdomain within the Leadmonk app. Your earlier booking links e.g.: https://ldmk.io/stevejohnson will also work fine along with subdomain links.

How to invite team members to your organization

Once you have created an organization in Leadmonk, you can invite team members to join your organization. Follow these steps to invite team members to your organization:

Log in to your Leadmonk account.
Go to the "Settings -> Organization" page.
On the Admin Management page, click on the "Users" tab.
Here you can see the number of team members you can add to your organization as per your subscription. Click on the '+ Add Users' button to add team members to your organization.
In the "Add Users" section, you can enter the email addresses of the team members you want to invite to join your organization.
Specify the role from "user", "admin", and "guest" roles. Check this page to know more about roles and permissions.
Specify the subscription status while inviting the user.
- Enabled status indicates team member is going to take meetings from Leadmonk meeting types or inbound/campaign/handoff routers.
- Disabled status indicates team member is NOT going to take meetings from Leadmonk meeting types or inbound/campaign/handoff routers.
  - Team members with disabled subscription status are not considered for subscription seats calculation.
  - This is recommended for users who access Leadmonk for account setup purpose and reporting purpose.
  - Any user with any role can have subscription status as disabled.
Click on "Add more" text to add additional rows to invite multiple users at the same time.
Once you have specified the email addresses of the team members, click the "Invite" button.
The team members will receive an email invitation to join your organization.

Important Note for Inviting Team Members to Your Organization

Before inviting team members to your organization in Leadmonk, please note the following important points:

Enter a valid email address: Please ensure that you enter a valid email address while inviting team members. If you enter an invalid email address, the invitation email will not be delivered to the intended person.
Check existing organizations: Before sending the invitation, please ensure that the team member is not part of any other organization in Leadmonk. If the team member is part of any other organization, they will need to leave that organization as one cannot be part of two organizations in Leadmonk.
Check for existing organizations created by team member: Before sending the invitation, please ensure that the team member has not created an organization in Leadmonk. If the team member has already created an organization, they will need to delete that organization as one cannot be part of two organizations in Leadmonk.

Following these guidelines will ensure that team members can easily join your organization in Leadmonk without any issues. If you have any questions or face any issues while inviting team members, please feel free to reach out to our support team for assistance.

9. Once you add the team member, you see their info as shown below. They get an email notification about your request to join the team.

To resend an email notification, click the email icon on the row having the team member's email address.
You see a profile image for that team member if the user already exists in Leadmonk.
If Status column shows Active for a team member means, that user has accepted the invite to join your organization.
If Status column shows Pending for a team member means, that user is yet to accept the invite to join your organization.
To edit the role of the team member, click on edit icon on the row having the team member's email address.
To remove a team member from the organization, click on delete icon on the row having the team member's email address.

How to accept an invitation to join the organization

If you have received an invitation to join a team in Leadmonk, you can easily accept the invitation and become a part of the team. Follow these steps to accept an invitation to join a team:

When you receive an invitation to join a team, you will receive an email notification from Leadmonk.
Click on the "Set up account" button in the email.
You will be redirected to the Leadmonk login page. If you don't have an existing Leadmonk account, you will need to create one.
Once you log in to your Leadmonk account, you will see a prompt as shown below about the invitation to join the team.
As soon as you accept the invitation, your account billing plan will be changed to the same plan as the team account owner's plan. Text message credits (SMS/WhatsApp) of the owner will be available for you as well.
The team owner (admin) will see your status as "Active" in his/her Leadmonk account

Note:

Invite email is just a notification. Your team member has to signup/login to Leadmonk account to accept your invite within the Leadmonk app to become part of your team.
If team member rejects the invitation, then admin/team owner will see the status as 'Rejected' for that invited member.

How to change role of a team member

In Leadmonk, you can assign roles to team members based on their responsibilities and access needs. Follow these steps to change the role of a team member:

Log in to your Leadmonk account.
Go to the "Settings -> Admin Management" page.
On the Admin Management page, click on the "Users" tab.
Find the team member whose role you want to change and click the "Edit" icon on the row having the team member's email address.

You get a popup as shown below. In the "Edit User" section, you can change the role of the team member to Owner, Admin, or User.

Once you have specified the new role for the team member, click the "Save" button to save the changes. You have successfully changed the role of a team member in Leadmonk.

How to change subscription status of a team member

In Leadmonk, you can change the subscription status of a team member to determine whether their seat is considered for subscription calculation. Leadmonk provides complimentary access to users who access the platform for account setup or reporting purposes. The users with subscription status Disabled are not considered for subscripton seats calculation.

Note: Users with a subscription status of Disabled cannot book meetings through Leadmonk. Their availability will not be shown on the booking page because meeting booking is restricted for inactive subscriptions. Only active users with an Enabled subscription status can schedule meetings using Leadmonk's features (meeting types, inbound/campaign routers, or handoff routers).

Follow these steps to change the role of a team member:

Log in to your Leadmonk account.
Go to the "Settings -> Admin Management" page.
On the Admin Management page, click on the "Users" tab.
Find the team member whose subscription status you want to change and click the "Edit" icon on the row having the team member's email address.

You get a popup as shown below. In the "Edit User" section, you can change the subscription status of the team member to Enabled or Disabled.

Once you have specified the subscription status for the team member, click the "Save" button to save the changes.

Note: At the time of changing subscription status from Disable to Enabled, Leadmonk checks whether you have sufficient subscription seats to allow this change to happen. If there are no available subscription seats, it will not allow changing the subscription status.

Complimentary access to Admins

Only team members who book meetings through Leadmonk require a subscription. This means any team member using Leadmonk only for account setup and reporting purposes can access the platform free of charge. As shown in the image below, you have to invite a team member with the appropriate role and subscription status as Disabled to give complimentary access to Leadmonk.

Here are the salient features of this complimentary admin access:

The users with subscription status Disabled are not considered for subscription seats calculation and they cannot get meetings through Leadmonk.
Their availability will not be shown on the booking page because meeting booking is restricted to inactive subscriptions.
Only active users with an Enabled subscription status can schedule meetings using Leadmonk's features (meeting types, inbound/campaign routers, or handoff routers).
When changing a team member's subscription status from "Disabled" to "Enabled" Leadmonk verifies if you have enough available subscription seats to accommodate this change. If there are no free seats, Leadmonk will prevent the status change.

How to remove an active member from the organization

If you no longer need a team member in your organization, you can remove them from your organization. Follow these steps to remove a team member from your organization in Leadmonk:

Log in to your Leadmonk account.
Go to the "Settings -> Admin Management" page.
On the Admin Management page, click on the "Users" tab.
Find the team member you want to remove from your organization.
Click on the "Delete" button (highlighted in red color) on the same row as the team member's email address.

A pop-up window will appear, asking you to confirm the deletion. Click "Continue" to confirm and delete the team member.

The team member will be removed from your organization.
Please note that if you delete an active team member from your organization, their Leadmonk account will be downgraded to a free plan with text message credits as 0.
If you have any questions or face any issues while removing a team member from your organization, please feel free to reach out to our support team for assistance.

How to delete the organization

If you need to delete an organization, you can easily do so through the Admin Management page. Follow the steps below to complete this task:

Step 1: Go to the Admin Management page

Step 2: Navigate to the Info tab

Once you are on the Admin Management page, navigate to the Info tab. Here, you will find all the information related to your organization, including its name, description, and billing information.

Step 3: Look for the 'Delete organization' button

On the Info tab, look for the 'Delete organization' button. This button is located at the bottom of the page.

Step 4: Click the 'Delete organization' button

Once you have located the 'Delete organization' button, click on it to proceed with the deletion process.

Step 5: Confirm the deletion

After clicking the 'Delete organization' button, a popup will appear on the screen. This popup will ask you to confirm that you want to delete the organization. Please note that once you delete the organization, all users will lose access to it, and all organization members will be moved to the free plan.