Organization User Guide

See Organization in the Tehama Introduction for an introduction to the concept of Organization.

There are two facets to organization management:

Understand your organization's status:

  • Account status - understand the state of your organization's account

Member and Team Management

If you are the organization owner (you have the Admin role for your organization) or you have the Manager role as a member, you are responsible for managing membership in your organization. This is done under the TEAM tab in the top navigation bar.

View members and teams

All members of an organization can view members and teams.

The TEAM user interface allows you to view, in a list, members in a selected team or all members.

View all members

Select the "All Members" option in the team-selector field in the TEAM tab.

Team selector field with All Members selected

This provides a list of all the members in your organization, regardless of what team or teams they may belong to. These are the users you have invited, usually from your own work/corporate organization to become part of your Tehama organization. This is the list of users you can add or request be added to rooms your organization is participating in.

View members in a selected team

Select the name of the team you want to see members for in the team-selector field in the TEAM tab.

Team selector field with team selected

This provides a list of all the members in the selected team.

Filter the displayed list

The list under the TEAM tab displays the following information for each member:

  • Member: the name of the member
  • Role: the role of the member (Staff, Manager or Admin)
  • Status: the status of the member (Active, Pending or Deactivated)

You can filter the list of members being shown (whether the list is of a team or all members) through filters on the Role and Status columns.

To set/unset a filter:

  • click on dropdown arrow next to the column name to open the filter options menu.
  • click on the "All" filter option to turn it on; to turn it off unset one of the other filter options.
  • click on a filter option to toggle it on or off.

Role Filter: Set the "All" filter option on to see members of every role. Set a subset of the "Staff", "Manager" and "Admin" filter options on to see only members with the roles in the subset.

Status Filter: Set the "All" filter option on to see members of every status. Set a subset of the "Active", "Pending" and "Deactivated" filter options on to see only members with the statuses in the subset.

Add members

Organization owners (the user with the Admin role in the organization) and managers can add members to the organization under the TEAM tab.

You can invite members individually, or multiple members at once from a CVS (comma separated values) file.

To invite a single member:

  1. Click on the TEAM tab.
  2. Click the NEW dropdown menu to open it.
  3. Select Add New Member.
  4. Enter the member information
    • Name
    • Email Address
    • Role (Staff or Manager)
    • Team (Select one of the team created in the previous step or leave this blank)
  5. Click INVITE.

They will be sent an email invitation to create a user account in Tehama and then added to your organization. Until the user accepts the invitation you will see their status as 'Pending'. You can resend the invitation to the user from the user's entry in the list.

For more information on roles and their permissions see the Roles User Guide.

To invite multiple members at once from a CSV (comma separated values) file:

  1. Construct a spreadsheet with the following format:

    With optional ROOMS column: csv member spreadsheet Without optional ROOMS column: csv member spreadsheet

    • The column names are:    FIRST_NAME, LAST_NAME, ROLE, EMAIL and ROOMS.
    • The ROLE column is optional. If you choose to include the column, the value is optional. Values are 1 or 2 where: Staff is 1 and Manager is 2. If no value is provided, the role value defaults to 1 (Staff).
    • The ROOMS column is optional. If you choose to include the column, the value is optional. Provide a value in this column if you want to simultaneously add the user to a set of rooms. Otherwise leave it blank. The format for the room column value is a string of room ID numbers separated by semi-colons.

      Find the room ID numbers as follows:

      • Navigate to the ROOMS tab and select the room from the list.
        You should land on the room's CONNECTION page. If not, navigate to that page.
      • Look at the url in your browser. It should look like this:
        <your-org-subdomain>.tehama.io/app/2/provider/rooms/12/connect
      • The room ID number is the number preceding /connect. In the above example, this is 12.
    • Generate a CSV file from your spreadsheet.

  2. From the TEAM tab, click the NEW dropdown menu in the secondary navigation bar then select the Import Users from CSV File option.
    New member dropdown menu

    The IMPORT USERS FROM CSV FILE dialog will be displayed. Import users from CSV file dialog

  3. Click the UPLOAD AND INVITE ALL button in the dialog and follow instructions for uploading your CSV file.

Each member in the CSV file will be sent an email invitation to create a user account in Tehama and then added to your organization. Until a user accepts the invitation you will see their status as 'Pending'. You can resend the invitation to a user from the user's entry in the list.

For more information on roles and their permissions see the Roles User Guide.

Delete a member

Organization owners (the user with the Admin role in the organization) and managers can delete a member from the TEAM tab.

WARNING: When you delete members, they and all their individual desktops will be permanently deleted from the organization. Members will also be removed from all rooms that they were a member of and all active sessions of the member will be terminated.

  • Option 1 (allows for bulk deletions):

    1. Select the member you wish to delete by clicking in the checkbox to the left of the member's name. Select multiple members for bulk deletions.
      selected member row in team page
    2. At the bottom of the page, click the Trash Can icon. You will see the DELETE STAFF MEMBER(S)) dialog.
    3. Confirm that you want to continue with the deletion and click DELETE.
  • Option 2:

    1. In the row for the member you wish to delete, click on the three vertical dots menu under the Actions column.
      member row in team page actions menu open
    2. Select the Delete Member item. You will see the DELETE STAFF MEMBER(S)) dialog.
    3. Confirm that you want to continue with the deletion and click DELETE.

View a member's basic info

All members of an organization can view basic information about another member from the TEAM tab.

  1. In the row for the member you wish to view, click on the three vertical dots menu under the Actions column.
    member row in team page actions menu open
  2. Select the View & Edit Member item. You will see the member basic-info dialog.
    Member Profile Dialog

Edit a member's role and reset their password

Organization owners (the user with the Admin role in the organization) and managers can edit a member's role and reset their password from the TEAM tab.

  1. In the row for the member you wish to view, click on the three vertical dots menu under the Actions column.
    member row in team page actions menu open
  2. Select the View & Edit Member item. You will see the member basic-info dialog.
    Member Profile Dialog
  3. To edit the role: Click on the Role dropdown field under the member's name and select the new role.
  4. To reset the password: Click on the RESET button next to the Password field.

View/Edit your own member's personal profile

All members of an organization can view and/or edit their own personal profile information.

  • Option 1:

    1. Click on the TEAM tab.
    2. In the row with your member name, click on the three vertical dots menu under the Actions column.
      member row in team page actions menu open
    3. Select the View & Edit Member item. You will see the member basic-info dialog for you.
      Member Profile Dialog
    4. Click EDIT. This brings you to the PROFILE page for your member under SETTINGS.
    5. If desired, make changes to your profile and click SAVE.
  • Option 2:

    1. Select Settings from the user drop-down menu at the top right of the Tehama WebUI.
    2. Select the PROFILE sidebar item.
    3. If desired, make changes to your profile and click SAVE.

Reset your own password

  1. Select Settings from the user drop-down menu at the top right of the Tehama WebUI.
  2. Select the PASSWORD sidebar item.
  3. Enter your current and new password then click CHANGE PASSWORD.

Reset your own Multi-Factor Authentication code (MFA code)

  1. Select Settings from the user drop-down menu at the top right of the Tehama WebUI.
  2. Select the MULTI-FACTOR AUTH sidebar item.
  3. Click RESET MFA CODE.

Create a team

Teams are useful for creating groups of members that you will usually add to rooms as a group.

Organization owners (the user with the Admin role in the organization) and managers can create teams.

  1. Click on the TEAM tab.
  2. Click on the three vertical dots next to the team-selector field. Depending on whether you have "All Members" selected or an existing team selected, you will see
    either Team Page menu open when All Members selected
    or Team Page menu open when team selected
  3. Select Add New Team.
  4. Type in a name for the team (e.g., DB Admins).
  5. Click CREATE.

Edit the Name of a Team or Add/Remove an Existing Member to/from the Team:

Organization owners (the user with the Admin role in the organization) and managers can edit teams.

  1. Click on the TEAM tab.
  2. Select the team you wish to edit from the team-selector field.
  3. Click on the three vertical dots next to the team-selector field.
    Team Page menu open when team selected
  4. Select Manage Team.
  5. Change the name or team membership list.
  6. Click SAVE.
  7. You may have to refresh your page to see changes in the displayed list of members.

Email Customization

You can work with a Tehama Concierge to customize select emails that are sent out by Tehama on your behalf. If this is something your organization would like to do, contact the Tehama Concierge service through Tehama Support to start the process.

Account Management

As your organization's owner (the user with the Admin role for the organization) or a member with the manager role, you can manage your organization's profile, plan and authentication method. Organization owners can also handle the invoicing for the organization and, if necessary, can initiate the deactivation of the organization's account.

These features are accessed through the ORGANIZATION page, which is reached by clicking on the User icon in the top right corner of the web app and selecting Organization from the drop-down.

Profile

Select the PROFILE sidebar item to view/edit the organization's profile details. These details include the organization name, address and contact information. It is important to keep this information current.

Authentication

Organizations have Two-Factor Authentication (2FA) by default. Organizations may choose to enable Single Sign On (SSO) authentication. Select the AUTHENTICATION sidebar item to do so. More information on SSO is available under the Authentication User Guide.

Plan

Support Plan upgrade/downgrade

Your organization's needs change and grow over time. Tehama gives you the option of changing your Support Plan to one that is best suited to your current requirements.

Select the PLAN sidebar item to view/upgrade/downgrade your support plan.

Account deactivation

If your organization has no further need for Tehama's services, you can initiate the deactivation of your account by selecting the PLAN sidebar item, then clicking on the text Deactivate your organization account found at the bottom of the page. You will be prompted to create a 'case' on the Tehama Support Portal. In the text of the 'case', express your desire to deactivate your organization's Tehama account.

This 'case' will be handled by the Tehama Concierge, who, after confirming your wishes, will commence the deactivation process. All rooms owned by the organization will be archived (irretrievably) and usage of the account obstructed awaiting the settlement of any outstanding invoices.

While your account is deactivated ...

While the organization's account is deactivated, only the organization owner (the user with the Admin role for the organization) is able to log in to the account. All other members will see messages stating that their account for the organization has been deactivated.

The organization owner will be able to access the plan and invoice pages for the organization.

Under PLAN, there will be an option to reactivate the account, if desired, by selecting the REACTIVATE button. The account will be reactivated and access for your organization's members will be restored. (Note: all archived rooms will remain archived even after reactivation of the account.)

Under INVOICE the organization owner can make payments, in the usual manner.

Once your organization's final invoice payment has been received, you will be notified via email that you may proceed to delete your account.

To do so, again select the PLAN sidebar item. This time you will see the text Delete your organization account at the bottom of the page. Select this text. Confirm your intention to delete your account by typing in the email address you log in with, then clicking the DELETE ORGANIZATION button. Your account will be deleted.

Invoice

As your organization's owner (the user with the Admin role for your organization), select the INVOICE sidebar item to view all of the organization's invoices. Initiate payment of the invoices from this page.

Payment Methods

You must specify a payment method for your organization before you can create a room.

payment methods

Add your organization's payment method as follows:

  • Select the PAYMENT METHODS sidebar item.
  • Select the payment method of your choice:
  • Fill out the information for your choice.

Credit Card

From the PAYMENT METHODS page, select the Credit Card option.

You will see the following information message:

Not currently available. This feature is coming soon...

Once the credit card payment method has been implemented, this section will be updated with the information you need to set it up.

Manual invoice

On the PAYMENT METHODS page, you can see the Manual Invoice option. This option can only be selected through the concierge service.

Contact the concierge service through the Tehama Support Portal. The concierge will enable manual invoicing for your organization if it satisfies the requirements1.

Dashboard

On the DASHBOARD page, you can view both your organization's activity stream and reports.

View your organization's activity stream audit log as follows:

  • Select the DASHBOARD sidebar item.
  • Click on the ACTIVITY STREAM header to select it (selection is denoted by an underline).
  • Select the activity stream report type that you wish to view, or create your own custom activity stream report with the advanced settings.

See more information in the Activity Stream User Guide.

View your organization's reports as follows:

  • Select the DASHBOARD sidebar item.
  • Click on the REPORTS header to select it (selection is denoted by an underline).
  • Select the type of report that you wish to view and filter the contents if desired.

See more information in the Reports User Guide.

Account Status

Understand the state of your organization's account.

An account can have three states:

  • Pending
  • Active
  • Deactivated
  • Suspended

Pending

The pending state is the initial state of an organization's account. It stays in this state until the invite to join Tehama has been accepted and the organization's profile has been filled out and saved.

Active

The active state is the normal running state of an organization's account.

Deactivated

The deactivated state is an interim state of an organization's account before it is closed, that is, deleted, from Tehama. An organization remains in the deactivated state until the final invoice payment has been received and the account can be closed, or until a change of heart has occurred and the organization is reactivated.

In the deactivated state, all of the organization's rooms are archived (irretrievably) and user access to the organization in Tehama is restricted to the organization's owner (the user with the Admin role for the organization), who can only view the organization's plan and payment information. The organization owner will see a banner across the top left corner of the Tehama Web UI denoting the deactivated state.

Deactivated Banner

All other members of the organization, managers and staff-members, upon attempting to log in, will see a notification stating that the organization has been deactivated and to contact the organization owner for more details.

An organization enters this state at the request of the organization's owner, as the first step towards closing the organization's account.

From this state, the organization owner can opt to reactivate the organization's account (though the rooms remain archived) or, once the final payment invoice has been received by Tehama, opt to delete the account.

See 'Account Deactivation' for more details.

Suspended

The suspended state is a state an organization's account is placed into when it has at least one suspension levied against it. A suspension is levied against an organization when it fails to meet an expectation placed on it by Tehama. Reasons for a suspension are:

  • non-acceptance of the latest Terms of Service by the organization owner (the user with the Admin role for the organization) (Note: This is not applicable if your organization has enabled custom terms of service.)
  • outstanding payments
  • other

An organization can have more than one suspension levied against it at one time.

In the suspended state, user access to the organization in Tehama is restricted to the organization owner, who can only view the organization's profile, plan and payment information. The organization owner will see a banner across the top left corner of the Tehama Web UI denoting the suspended state.

Suspended Banner

All other members of the organization, managers and staff-members, upon attempting to log in, will see a notification stating that the organization has been suspended and to contact the organization owner for more details.

All Tehama rooms owned or connected to by an organization in the suspended state will be inaccessible for all members of that room (for members of other organizations in the room as well).

An organization is placed into this state, that is, suspensions are levied against it, at the discretion of Tehama when evidence of a failure to meet an expectation comes to light.

The reason for a suspension must be cleared or justified by the organization before Tehama will, at its discretion, manually lift the suspension. All suspensions must be lifted before organization's account returns to the active state.

If your organization's account is suspended:

  • Determine the reason(s) for the suspension(s).
    The organization owner can see the suspension reasons as follows. From the user dropdown menu, select Settings and click on the PROFILE sidebar item. The list of suspensions can be found at the top of the page. For example: Suspended notice in profile page
  • Clear or find justification for the reason.
  • Contact Tehama Support to request the suspension(s) be lifted.*

*Note, to clear a suspension for non-acceptance of the latest Terms of Service, the organization owner needs only to log in to Tehama and accept the terms for the suspension to be cleared automatically.


  1. You may request a manual (non-automated) payment option, a manual invoice, from the Tehama Concierge if your organization satisfies the following requirements:
      - Your support plan includes the concierge service (Concierge), and
      - Your organization has a history of payment through one of the automated payment methods.