Step 3. Set up Group
A main/parent company can have multiple groups, and each group can invite multiple members to join the group and share their data among each other. Different groups will not be able to access each other’s data, unless they are in the Risk & Settlement Group Type, where this company-level group can view all groups' data but the latter cannot view the company-level group’s data.
The group can be set up by any group member, but should ideally be the Company Profile Creator. Once the Company Profile Creator created the group and invites members to join the group, all the members will belong under the same company, so the members' Company Profile page will automatically be filled up according to the inputs from the Company Profile Creator, saving the need for them to input the company profile on their own.
1. After the Company Profile Creator has input the company profile details, please choose a user to be the Group Owner (should ideally be the Company Profile Creator to create a group. Please select Settings>Group from the navigation sidebar menu on the left to create a group to invite members to join and share data among each other.
2. In the page, please click on Create Group,
and fill in the Group Name.
For Parent Group, select a group as the parent group of the new group as necessary. Parent group will have access to all data in the child group.
For Group Type, if you want to select please select Business under normal circumstances. For special cases where there is a need for a main/parent group to access its own and the subsidiary group’s data, but the latter cannot access the former’s data, please select Demurrage.
Please select Group Type: The group type "RISK & SETTLEMENT" possesses the highest-level permissions, allowing members within the group to access data from all groups within the same company (regardless of whether it is a parent or child group) - this group type is also know as the parent group of all parent groups. Groups with "BUSINESS" or "OPERATIONS" types can only access data from members within the same group. The group type "DEMURRAGE" is designed specifically for demurrage functionality.
If you want to join the group that you have created, click on the tick button next to Join Group, and decide if you want to keep your current data or delete your current data:
Keep your current data: If you have data that you want to keep and therefore bring into the group for sharing among other members, please click on Keep your current data
Delete your current data: If you do not want to share the data with other members in the group, please click on Delete your current data and please note that the data will be deleted permanently.
Please click confirm to create the group.
Please note that to protect the data of the company, once a member leaves the group, all the data will remain in the group for access for other members. Once the member leaves the group, his/her account will be cleared of all the data, including data he/she has input while still in the group. If he/she wants to continue having access to the data, he/she has to join the group. If the last member leaves the group, the data will be returned back to the group owner’s account.
3. After creating the group, please click on the View (eye icon) button to enter the group page to add new members.
4. Please click on Add Member at the top right corner
5. Please fill in the email address and role of your team member to invite the user. Please refer to below Access Permission table to determine if the member should be an Admin or User. The Group Owner may change the member’s role any time.
Access Permission
Function | Group Owner | Admin | User |
|---|---|---|---|
Invite Member | Yes | Yes | No |
Remove Member | Yes | Yes | No, but can remove self |
Change User Role | Yes | No | No |
Change User Access Permission | Yes | Yes | No, unless User is Group Owner |
Access to Data of Members in Group | No | Yes | Yes |
Delete Group | Yes | No | No |
Remove Group from Company | Yes | No | No |
Link/Unlink Licence to/from Group | Yes | No | No |
View Group Details | Yes | Yes | Yes |
Edit Group Details | Yes | No | No |
6. Group Owner may change the group’s details in the group page by clicking on the Edit button next to the Group Name
Group Owner can transfer group’s ownership to other member in the group, or edit Group Name and Group Type. Please click on Confirm to save the changes.
7. Invited members of the group will receive an invitation email where he/she may click on the “Join Group” button to join the group.
Once the member clicks on the “Join Group” button, he/she will be directed to the web portal. If the member has data that he/she wants to keep and therefore bring into the group for sharing among other members, please click on Keep your current data. If the member does not want to share the data with other members in the group, please click on Delete your current data but please note that the data will be deleted permanently.
Please note that to protect the data of the company, once a member leaves the group, all the data will remain in the group for access for other members. Once the member leaves the group, his/her account will be cleared of all the data, including data he/she has input while still in the group. If he/she wants to continue having access to the data, he/she has to join the group.
8. Once accepted, the member will join the group and will be able to gain access and share data with other group members. As long as the members are in the same group, they will be able to access and share each other’s data and workload. All members' Company Profile page will also be auto-filled according to the Company Profile Creator's inputs, and all members will be able to use the Physical Trade functions immediately.
Group Owner and Admin will be able to add or remove members any time by clicking on Add Member or Remove Member. To protect the data of the company, once any member has been removed by the Group Owner and Admin, he/she will be removed immediately and his/her account emptied of all data, all the data belonging to him/her will be transferred to the remaining member in the group for continued access among the other members in the group.
Group Owner and Admin can control the data access of the functions for each member. Please click on View (eye button) under Access Settings column.
Please tick or untick the check boxes accordingly to determine the user’s access control in terms of:
View Data
Insert/Edit Data
Delete Data
Ticked = Can access
Unticked = Cannot access