Company Users
A Company User is anyone who has access to your Hona organization. There are three possible roles:
Admin
Has access to all sections and settings.
Can add other Company Users.
Can change other users to Admin level.
Can delete other Company Users.
User
Only has access to Projects, Contacts, Communications, and My Account pages.
Can take any action in the Actions list on each project.
Follower
This is a special Company User type that only has access to the Projects page.
This user will only see projects that they have been added to as a follower in your CMS.
Adding Users
Bulk User Upload
If you're uploading a large list of users, we recommend using our "Add Multiple Users" feature. Click the "Download Template" button, fill in the spreadsheet with the required user information, and upload the file.
Adding Team Members from a CRM
If your Hona organization is integrated with a Case Management Software (CMS), we will pull in all of your users and show them in the Team Members section. There are a few actions you can take here
Sync
Manually sync users from your CMS into Hona. This is helpful when you add a team member during the day and do not want to wait until the automatic nightly sync.
Team Preferences
Choose whether or not to display the Primary Contact in the Teams section of the client portal. The exact role that determines the primary contact depends on the CMS you use. Click on the icon to get a description of the field we will pull from.
Edit Team Member
View the information gathered from your CMS, add a profile picture (must come from a publicly available URL), a personal bio, and any social links you want to include. Note: You cannot edit the name, phone number, or email for team members. Hona will always look to your CMS as the source of truth.
Adding Team Members in Standalone Hona Version
The main differences for the standalone version of Hona are:
Add Team Member
Manually add team members to show to clients in the Team section of their portal.
Team Preferences
This still allows you to determine who the Primary Contact is, but you will need to set the Primary on each individual project that you bring into Hona.
Team Roles
This section is where you set up roles so your clients can see what role each team member will play in their case. If your Hona organization is integrated with a Case Management Software (CMS), we will look to your system as the source of truth for all role assignments:
Add Role - Add a new role mapping from your CMS:
Hona Name - This is the role name that will be displayed to your clients within the portal
CRM Names - Type in the name of the role EXACTLY as it's typed out in your CMS (if the name you type in here differs from what is in your CMS, the mapping will fail)
Description - Type in the purpose that this particular role will serve on each case
Hide from Client? - Toggling this on will make it so the role is not displayed to your clients within the portal. You may want to use this if you are still finishing the description for the role, or if you are using this role mapping for 2-Way Messaging notification purposes.
Team Roles - This is where your mapped roles will show once they're saved. You can also edit any existing roles by clicking on them.
Show Potential Roles - If there are any projects in Hona with a role that you have not mapped yet, you can expand this section to pull all suggested role mappings. When you select a potential role from here, you will only need to add in the Hona name and Description
Conclusion
Congratulations! You've successfully learned how to set up Hona users, add team members, and map roles. If you have any additional questions, please reach out to your dedicated account representative or contact [email protected].