Teams are the primary administrative unit within ClearForms.
When you set up your account, the system automatically creates a team based on your name. When you're ready to go live with the public, we recommend converting your personal team to an "Official" government team or joining another team via invite.
Setting up Teams
Many smaller governments have all their forms on one Team, while other ClearForms users have one Team per department or business unit.
If you weren't the first person in your organization to start using ClearForms, someone else may have already set up your government's "Official" team.
Pro Tip: We recommend creating and setting up a Team before you create a form.
Create Teams
To which Teams do you belong? Your Team name can be your department, division, or location.
You can create and be the team owner of several Teams. You can also be a part of many more teams!
Team Portal
Select the Team's portal to see your team's public-facing portal, with the branding you did earlier. This setting determines whether a form appears on your Team's Public Portal page if it's been published.
Many ClearForms users share the link to their Portal page so that applicants can select the form that's right for them. You can customize the header banner. The portal will show real-time search suggestions and a “Most requested” section that promotes that team’s most used forms.
Pro Tip: You may want to set Show in Public Portal to Off during testing/ setup.
Note: To return to your admin dashboard select Dashboard. Then select Looking for your admin dashboard? to return to the administrative dashboard.
Navigating the Team Page
The Team Page has 8 navigational tabs:
- Team Profile
- Forms, Roles
- Billing
- Payout Preferences
- Transaction History
- Charge Disputes
- Entities
Team Profile
From the Team Profile Tab, you are able to edit your Team Name, public URL, logo, Time Zone, Color Settings, Team Domains, and Members.
Team Name
In this section, you are able to edit your Team Name.
Public URL
Customize your public URL
Logo
Upload an image here to use as your logo.
Time Zone
Adjust time zone settings for your Team’s region
Color Settings
Personalize the color of the Navigational Bar
Team Domains
Add Team Domain
Members
View all members of the team. Navigate to the “Roles” tab if you need to add or remove members.
Forms Tab
The Team Forms tab displays the forms made by that team.
You can view Active or Archived by selecting Active or Archived from the dropdown menu.
Pro-Tip: Check to make sure that the correct forms appear under the team, and that if something’s not ready to launch it’s set to “unpublished.”
Roles Tab
Creating and Assigning Roles
There are four built-in Roles for each Team (Team Owner, Team Member, Team Finance Manager, and Team Finance Member). As an admin and creator of a form, you are the one who is setting up the Workflow, therefore, you are the Team Owner.
If you are the team owner, you will need to confirm that all necessary managers (people who can add forms to the Team and/or configure Roles) and finance people have been added to the default or custom team Roles.
Create new Role
- Create a new Role by selecting +Add New Role
- Name the Role
- Select the Permissions
- Add yourself to the Role if desired
Team Owner
The Team Owner Role:
- is the highest level of Administrative Role
- can edit all Team settings and determine the permission level for all other Roles
It is recommended to limit the members of the Team Owner Role, since users will always have full permissions and access to the application.
Note: A user can have many roles within various teams.
Team Member
Team Members can add Forms to the Team Workflow Creator and Team Settings Manager.
- Team Workflow creator - whether the Role can add new forms to the Team
- Team Settings manager - whether the Role can adjust the team name, logo, or URL
Team Finance Manager
The Team Finance Manager can access and manage Team finance settings and edit the Payout Preferences (transaction data and change finance settings including Team bank account information, transfer frequency, and statement descriptors).
Team finance settings are found in the Finances tab on the Team page.
Team Finance Member
Team Finance Members can access the Team's transaction history and manage charges disputes. The Team’s Transactions and Charge Disputes can be found beneath the Finances tab on the Team page.
Payout Preferences
Payout data can be viewed in ClearForms at any time, as well as exported into a CSV file in the Transaction tab of your team.
If any of your forms include payments, make sure your ClearForms account is connected to your government's bank account, so that you can receive funds from any permit or license fees submissioned.
Transaction History
Payout data can be viewed in ClearForms at any time, as well as exported into a CSV file in the Transaction tab of your team.
Charge Disputes
A chargeback is when someone disputes the validity of credit card charge. This can happen if a charge is actually fraudulent, however more commonly, chargebacks happen on ClearForms when someone doesn't recognize or remember that they made a payment for a permit or license. It’s part of why it’s important to set a Statement Descriptor to include your government name on the applicant's credit card statements.
Chargebacks
When a chargeback occurs, ClearForms will notify the Team via email and include a link to more specific information.
You can upload the record of the submissioned payment, and ClearForms will send evidence of transaction validity to the card issuer, via the Charge Disputes tab. If you win the dispute, ClearForms will deposit the amount back into your payment account soon after it’s resolved.
Entities Tab
If you have forms that applicants have to fill out repeatedly, such as a contractor that requests multiple permits per week or month, or a form where you want to make sure the exact same information (about the business name and associated information) is added to all the related submissions the same way, then the Entity/ Organization feature is for you!
Entities are a great way to bring in a stable data set for your Team to reference in forms. Some great uses are for parcel data (with associated section/block/ lot and zoning) or business names.
To learn more about Entities visit our help article All About Entities.
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