Key Terms
Key Terms
Required to know for this article specifically:
Business = Business/Law Firm who invested in Hona
Hona (Business) Org = Hona Account owned by the Business
Business User = An individual account within a Hona Business Org
Just like there are many employees at 1 Business, there are many Users in 1 Hona Org. Which Hona features and settings are accessible to each User is determined by their User Role.
Client = Client of the Business
End-user of Hona Client and its features
Hona Client = Hona Client Portal interface where Clients can interact with Hona features
Business Users build Hona Client features in their Hona Business Org
Important to know in general:
"Project" is used interchangeably with "case" and "matter"
CMS = Case Management Software (often used interchangeably with CRM)
Messages = 2-way messages sent through Hona's 2-Way Messaging feature (typically sent via text)
Notifications = messages sent to the Client to notify them of Hona features you have configured (Project Type case updates, Forms, E-Signature requests, Review requests, etc). These are sent based on the Client's Notification Preferences.
Overview
As your team grows, it’s important that each staff member has the right level of access to your Hona Business Org so they can do their job effectively. Adding and managing Users in your Hona Business Org ensures that everyone on your team can securely log in, access the features they need, and support your Clients without unnecessary roadblocks. This guide will walk you through how to add new Users, configure their accounts, and assign the correct Role so your team stays organized and your Client experience remains consistent.
Steps
1. Open Hona Org's Team Settings
From the side-bar in Hona, select Company Settings → Team
2. Add User
Under Company Users and Team, select (+) Add User
Add Multiple Users
Add Multiple Users
If your team is big and you don't want to go through the hassle of creating an individual User for every single person, you can use this button to create multiple Users at once. To do so, select Add Multiple Users. You will see a "Download Template" button that will give you a blank copy of the .csv that will need to be uploaded into Hona. Formatting is important, and your .csv file must follow the format of this template to work as expected.
That being said, we suggest uploading the .csv file into Excel or Google Sheets, fill out the information in each column for each User, and then download that file again as a .csv for upload into Hona.
3. Configure New User Account
Fill out fields below to configure a new User account in your Hona Org:
What should I put in ___ field?
What should I put in ___ field?
First and Last name
This is the first and last name of the User you are creating. Once created, only the User themselves will be able to edit the spelling of their name under the My Account tab in their Hona account.
Email
This is the identifying credential of the User you are creating. It is best practice to use the person's email associated with the Business (work email), especially if it is the same email they use to log into your CMS.
You cannot edit an existing User's email, since User accounts are identified by the email they are connected to. If a User's email changes, you will need to create a new User account for them in Hona attached to that email. This also ensures that Hona will match the User with the correct email in your CMS if it changes.
Temporary Password
This is just the password you will set for the User's first login. Due to security compliance, this password must meet the requirements displayed below the field as you create it. Make sure to share this password with the person you are creating a User account for so they can login. After they login for the first time, Hona will automatically request them to update their password to something of their choosing.
Role
The Role of a User determines what Hona editing and features that the User has access to in the Hona Business Org. To learn about each one, keep reading below.
4. Understanding User Roles
The Role assigned to a User determines their permission to access different Hona features in your Hona Org. Read below to learn more about each one.
Admin
Admin Users have full access to the entire Hona Business Org.
This Role is necessary for any User that is going to be assisting with building Hona Client features.
User
User Users cannot access the Company Settings in the Hona Business Org, but have access to the full Project dashboard. This means that User Users can interact with all Hona features needed to communicate with your Clients through their Projects in Hona, but they cannot edit your Hona feature configuration or content.
This Role will prevent Users from assisting with building Hona Client features, but will allow them to use the ones already configured.
Follower
Follower Users do not have access to your Company Settings or full Project dashboard. This role is not used often, but is ideal for staff who need visibility into client progress but don't need to use high-level Hona features. The only Hona feature Followers are able to utilize is 2-Way Messaging, and only with the Clients associated with the Projects they are assigned. To assign Followers to a Project in Hona:
For Stand-Alone (non-integrated) Hona Orgs:
You can add Followers to Projects by editing the Project in Hona and adding them under the "Followers" section of the Project.
For integrated Hona Orgs
The "Followers" feature must also be included in your CMS in order to add Followers to a case and have that data sync into Hona. To find out if your CMS has this feature, reach out to a representative for your CMS.
FAQs
What Hona features does each User Role have access to?
What Hona features does each User Role have access to?
Here is a quick reference guide that shows what each User Role has access to:
My CMS only gives access to cases where the staff member has been assigned, will I need to do the same in Hona for Users?
My CMS only gives access to cases where the staff member has been assigned, will I need to do the same in Hona for Users?
Not necessarily. As long as the User is in an Admin or User Role, they will have access to all Projects in Hona, regardless if they are assigned to the correlating case in the CMS. However, if a User has a Follower Role, they must also be assigned as a Follower on the case in your CMS to get assigned, and therefore, access to the correlating Project in Hona.
Can I change a User's Role later?
Can I change a User's Role later?
If you are an Admin User, you can edit other User's Roles. Keep in mind: after a User's Role has been updated from Admin to User, the User will not be able to change it back. Only a User with an Admin Role will be able to change it back from User to Admin.
To change a User's Role, simply edit the drop-down associated with the User (visual below):
Conclusion
Now that you know how to add and manage Users in your Hona Business Org, you can ensure that every member of your team has the right level of access to support Clients and use Hona effectively. For any questions or concerns, please chat with our support team or reach out to [email protected]