Those changes will not affect subscriptions and you don't have to take any action before or after they take place. We're informing about them in advance because they come with changes in app's interface and subscription management, so it's important that you understand what's going to happen and why.
We'll start with interface changes. The rest of this article covers:
- Reasons for account structure changes
- Definitions of an Organization, a Workspace, Workspace roles and Organization roles
- What will happen on your account?
- Changes to accounts' structure and new features
Survicate dashboard redesign
The dashboard and survey tiles were redesigned to give them a fresher look and make them more user-friendly. If you're wondering where did information such as messaging tool provider go - they're displayed when you hover over the tile.
Integrations & Add-ons are now separate sections of settings
We knew that keeping Intgrations & add-ons in the same section, mixed with one another was confusing. They will be soon split into two different sections but no worries, they're next to each other and easy to find.
New account structure - the current state and the "why" behind those changes
Right now, you manage domains as if you were managing completely separate accounts, even if they are under one subscription. What’s more, your subscription is tied to the owner’s account. Because of that, invited users can’t see what subscription they’re on. Users management is not logical enough and doesn’t cater to needs of users with more than one domain.
Instead of inviting users to your account as a whole, you invite them to each domain separately. We know that it should be done better to let you make the most of capacities of your accounts and to simply make Survicate easier to understand and manage.
We also thought that changes in the account structure are a great occasion to refresh design of the dashboard and add some improvements. All changes will be described below.
The most important change is this: we’re ditching the concept of a domain in favour of the Organization and Workspaces.
To put it simply, what we now call a domain will be called a Workspace and it will be a part of an Organization.
All users within an Organization will be added to every Workspace in the Organization. The thing is, they can have different levels of access to each Workspace (including no access).
This solution will make it easier to manage permissions, but also enable you to optimize costs of using Survicate as there will be no need to purchase additional seats for different domains.
The concept of Workspaces will also be useful for companies wanting to create separate spaces for different teams. The Website Optimization team can have a Workspace completely separate from the space of Customer Service team. Meanwhile, Organization's owner will be able to oversee both Workspaces.
What is an Organization?
Organization is a container for Workspaces. If you want to have one account which you’ll use to manage surveys on 5 different websites, you will create one Organization with 5 different Workspaces. If you want to create surveys only for a single website, you will have one Organization with a single Workspace. Easy as that. What’s so cool about it?
- Subscriptions will be associated with Organizations, not with account owners which results in more logical account management. It will also be easier to change account owners.
- You will be able to manage all Workspaces in the Organization by using one account management panel
- You will manage accesses to Workspaces from the account management panel. It also means that when you'll invite someone to the Organization, this person will have the access to as many Workspaces as you want them to (but you can fully restrict their access to a specific Workspace, too) - more on that below.
What roles can invitees have in a Workspace?
Workspace roles are sets of rules which specify what level of access to surveys and data in a specific Workspace an invitee has.
Admin can manage users and the Workspace's settings, can edit surveys and integrations of this Workspace
User - can edit surveys and integrations in this Workspace
Guest - can see survey results only
None permission - a user has no access to this Workspace in the Organization
(Please note that the same person can have different levels of access to different Workspaces.)
We’ve decided to create one more level of permissions which is associated with the Organization and account management instead of a Workspace - the Organization role. By default, those permissions are given to the owner of the Organization, but you can grant it to any other user of the account.
You can use organization roles to allow someone to manage your subscription, edit billing data, change subscriptions and download invoices. It means that if you’re leaving for holidays and you will need a user of this account to download an invoice or change something, you can grant this person an access.
What’s more, you can invite John from Operations or Heather from Accounting to the account so they can get invoices themselves without giving them an access to any of Workspaces and data from surveys. How cool is that?
What will happen on your account?
First of all, we will not make any changes to subscriptions. Basically, the biggest change you will notice are changes in how the app looks and what's in top menu which had to be changed to reflect structure changes.
You don’t need to take any action because of those changes.
What's going to change?
Upper-left corner menu - Organizations & Workspaces management
Users managing only one website will see a menu with one Organization and one Workspace. It will look like this:
As you can see, the Workspace called "My only Workspace" is a part of the Sample organization.
Users managing more than one website will see multiple Workspaces below Organization's name. Those of you who have multiple Workspaces within multiple Organizations will find the search box handy.
Upper-right corner menu - Organization, Workspace and account management
Setting menu now reflects the hierarchy of account. The picture below shows how Organization's owner sees this menu. Please note that what will be displayed in this menu is related to user's permissions (e.g. someone with a role of a user won't see Organization's settings).
Please note that users with roles of Users and Guests will not see the "Organization" section of this menu.
In the Workspaces section you will find a list of Workspaces within the Organization you're currently using. Tracking codes specific to each of them and the subscription plan which you're using will be displayed, too.
In the Users section, you will be able to see users of your Workspaces and manage their accesses. You can do that separately for each Workspace by using lists next to each user. If you want to mass-modify someone's accesses, you can do so by clicking on the gear icon corresponding to this person which will result in opening a menu of permissions. You will see this menu after inviting users to your account, too.
This is where you can set what level of access a person will be granted. Admins can manage whole Workspaces, manage and analyze surveys. Users can manage and analyze surveys but can't manage Workspaces. Guests can only analyze existing surveys. Picking the "None" option means that this user will not be able to see a specific Workspace.
If you want to apply a specific level of access to all workspaces, you can use "Apply to all workspaces" option.
From now on, it will be possible to modify who receives invoices. If you want to add someone to the CC of emails with invoices, just click on "Add another" button in the Subscription section and add this address.
Subscription access management
By default, only account owners can manage the subscription and download invoices. We'll add an additional level of permissions which will allow owners to decide who else will have access to subscription management and invoices.
This option is visible only to account owners and is separate from Workspace accesses. It means that you can give someone an access to subscription settings and invoices and None privileges to your workspaces which will be especially useful on accounts where accounting or operations departments need to have an access to the billing.
Changing the owner of an Organization
Starting on Monday, it will be possible to change the owner of an Organization. You will need to go to Workspaces section of settings, click on the gear icon and pick a new owner of the account from the list.
Please note that the new owner of the Organization has to be invited to the account first. Only owners have the access to this feature.