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In Next Matter you can add users manually or using SCIM (System for Cross-domain Identity Management). To manage users, go to Company [left-hand navigation bar].
Image showing colleagues in the navigation

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Create teams

  1. Go to Company > Teams.
  2. Click + Add team.
  3. Give your team a name.
Now you can start adding users to teams and assigning roles to users. These are the roles available:
  • Admin - this is the power user that has access to the entire Next Matter app, and manages users and integrations
  • Colleague - this is the full user who has access to the entire Next Matter portal apart from the Company settings and Automations library.
  • Light user - this is the portal user who has access to portals and the workflows shared there, and the Next Matter inbox.
  • Team lead - this is the user who has access to all workflows that the team has access to and can delegate tasks within the team. Normally, this user has the Colleague or Light user permissions.
  • Team member - this is the user who has access to public workflows and the workflows they’ve been invited to within the team. Normally, this user has the Colleague or Light user permissions.
On the Enterprise plan, you can create a custom role when a built-in role is broader than the job. A user admin, for example, can manage colleagues and teams only. Team lead stays a role you set on the team.

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Limit what appears in the left nav

When you edit a custom role on Company > Roles, you can leave out the permissions that open whole sections. Someone with that role then does not see those items in the navigation. For example, a role that includes only Workspace colleagues and teams permissions can open Company > Colleagues and Company > Teams while Workflows, Home, and Automations library stay hidden. If Home is not selected, the app opens on the Inbox instead of Home. To hide every Company page, clear the permission that shows the Workspace section. For the full list of section and page permissions, see Show or hide app pages and Custom roles. You can also assign tasks to external users (guests) who don’t require any Next Matter user account or permissions. They can complete tasks (for example, fill in forms) that they see as an external page. You can send the link to the task in an automated email or as a public form.

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Add users to a team

  1. Go to Company > Teams.
  2. Next to the team you want to update, click + Add to team.
  3. In the Users to add field, select the colleagues you want to add. You can select several users at once to add them all in one step.
  4. Click Save changes.
Image of the Add team member dialog with multiple users selected

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Rename or delete a team

You can rename or delete a team in Company > Teams. Click … and select the action.
Image showing the opetin to delete or rename a team
When you delete a team and there are active workflows with actionable steps assigned to the team, you need to re-assign these steps or complete instances to another team member. Any unassigned steps and active conversations also get re-assigned and displayed in the new assignee’s inbox. Completed steps or instances don’t get re-assigned.Click Delete team and follow the prompt to select the right assignee.
As an admin you can set roles for any user including yourself. Note that if you demote yourself to colleague, you cannot promote yourself back to admin level again.
If the person of workflow lead changes after an instance has been created, the new lead doesn’t have the permissions to stop or delete this instance.