Team Management Guide

Share your subscription with team members and manage permissions effectively.

Team Management Overview

As an account manager, you can add up to 5 team members to your subscription at no additional cost. This powerful feature allows your entire team to collaborate efficiently while maintaining individual accountability.

6 Total Users

1 account manager + 5 team members included in your subscription

Shared Resources

Policy mappings, alert mappings, and AZ sync data shared across the team

Individual Access

Each team member uses their own AgencyZoom credentials

Adding Team Members

Navigate to Team Management

From the dashboard, click on your user menu and select "Manage Team"

Click Add Team Member

Click the "Add Team Member" button to open the add member form

Enter AgencyZoom Email

Enter the team member's AgencyZoom email address. This must match their AgencyZoom login email exactly.

Set Permissions (Optional)

Check "Can edit alert mappings" if you want this team member to create and modify alert mappings

Click Add Member

Click "Add Member" to grant access. The team member can log in immediately.

Important Requirements
  • Team members must have their own AgencyZoom accounts
  • Use the exact email address they use for AgencyZoom
  • They'll log in with their AgencyZoom password, not a separate password
  • Access is granted immediately - no email invitation required

Managing Existing Team Members

The Team Management page provides a complete view of your team:

Team Member Information

Information Description
Email The team member's AgencyZoom email address
Added On Date when the team member was added
Last Active When they last logged into the system
Can Edit Mappings Whether they can create/edit alert mappings
Status Active/Inactive based on recent activity

Available Actions

Edit Permissions

Toggle the "Can edit alert mappings" permission on or off for any team member. Changes take effect immediately.

Remove Member

Remove a team member to free up a slot. They'll lose access immediately but their historical data is preserved.

Understanding Permissions

What All Team Members Can Do

  • Upload and process PDF files
  • Create tasks and notes in AgencyZoom
  • View and use alert mappings during processing
  • Access shared policy mappings
  • Use AZ Sync data (service categories, pipelines, etc.)
  • Manage their own notification preferences
  • View team activity and shared resources

Additional Account Manager Permissions

  • Add and remove team members
  • Grant/revoke alert mapping edit permissions
  • Manage subscription and billing
  • Create and edit alert mappings (always)
  • View all team member activity
  • Access subscription management portal

Optional Team Member Permission

Can Edit Alert Mappings

When granted, team members can:

  • Create new alert mappings
  • Edit existing alert mappings
  • Enable/disable mappings
  • Delete alert mappings

Note: This is a powerful permission that affects the entire team's processing rules. Grant it only to trusted team members who understand alert mappings.

Team Collaboration Features

When working as a team, several features are automatically shared:

Policy Mappings

When any team member processes a PDF and a policy/customer match is found, it's saved for the entire team. This builds a shared knowledge base that speeds up future processing.

Alert Mappings

Alert mappings created by the account manager (or authorized team members) apply to everyone's processing. This ensures consistent handling of alerts across the team.

AZ Sync Data

Service categories, pipelines, and priorities imported via AZ Sync are available to all team members. Any team member can run the sync to update this data.

Service Actions

Service action configurations are team-wide. When processing PDFs, all team members benefit from the configured service ticket routing rules.

Team Management Best Practices

Do:
  • Add team members who actively process alerts
  • Verify email addresses before adding
  • Grant edit permissions judiciously
  • Review team activity regularly
  • Remove inactive members to free slots
  • Communicate changes to alert mappings
Don't:
  • Share login credentials
  • Add members without AgencyZoom access
  • Use personal email addresses
  • Exceed the 5 team member limit
  • Grant edit permissions to everyone
  • Remove members without notice

Common Team Management Issues

Verify that:

  • They're using their AgencyZoom email and password
  • The email address matches exactly what you entered
  • They have an active AgencyZoom account
  • Your subscription is active

You've reached the 5 team member limit. To add a new member, you need to remove an existing one first. Consider removing inactive members to free up slots.

This can happen if:

  • They're not properly added to your team
  • They're logging in with a different email
  • Your subscription has expired

Check the Team Management page to verify they're listed and try re-adding them if needed.

Pro Tip

Set up a team meeting when you first add members to review alert mapping strategies and establish processing procedures. This ensures everyone uses the system consistently and efficiently.