Implementing organization-wide change—particularly with large teams—is a monumental task that must be approached with method.
Getting your team onboard with using a new tool is no different from asking them to adapt to self-management models, and can be a difficult process.
Fortunately, there are a number of strategies you can use to onboard users progressively and help you successfully implement Holaspirit.
Admin, member & inactive
Whether you're just getting started with self-management models or already implementing it, you've probably wondering what's the best strategy to start working as a team in Holaspirit.
To create a seamless process for both you and your organization member, there are a few questions you’ll want to think through.
What do your team members need to see?
Do they need to see all your circles' decisions, projects, actions and OKRs? (member)
Is that fine if they're only able to see the details for their circles and roles? (inactive)
What should your team member be able to do?
Are they expected to attend the circle meeting?
Do you need them to take part in the circle's decision-making process?
Answering these questions helps you determine the level of permissions a user might need on Holaspirit.
The 4 level of users
The Users tab in Administration lets you invite, manage, and modify the four types of users in your organization:
Admins can access all pages, invite new members, modify organization settings and view or manage billing information.
Members can access all pages, but can't invite members or modify organization settings.
Inactive are people inside or outside your organization that you invite to view your governance. A very limited role, Inactive can only view the governance tab and access the information about the roles and circles they are assigned to. They are free users.
Owner has total control over the account and only can transfer ownership to another user. The person who creates the account automatically becomes the Owner.
Best practices strategies ⭐
Holaspirit allows you to roll out the tool and progressively onboard your team – keeping up with your own pace of implementation. Below, you'll find strategies to get your team onboard:
Invite users with test mode enabled
You've mapped out your org chart and would like to assign members to roles. However, you're not yet ready to start working in Holaspirit as a team and do not want to send any invitation.
You just need to activate test mode.
You will be able to create user account without sending any invitation.
Only admins of the platform will receive notifications.Once you're ready, you can disable test mode and resend all invitations and ask user to sign up.
Invite users as inactive members
You're starting with a pilot team?
This is very common when just starting with Holaspirit. There's a team (5-6 people) in charge of mapping out roles and circles in your organization.
Invite this team as Admin users.
Invite the rest of your organization as Inactive users.
Inactive are free users who can view the organization but have no rights to interact with the activities and roles. They can be assigned to roles/circles, but won’t be able to take part into the decision.
Inactive users:
Can be assigned to roles (except to core roles)
Cannot vote on the governance proposals of the Circle.
Cannot add Documents, nor add, edit, delete Metrics, Checklists, Project, Actions, OKRs. They cannot be assigned on these items neither.
Cannot attend meeting nor see the meeting reports.
This is very efficient to create role awareness at the beginning and help users get acquainted with Holaspirit and understand the “who does what” in the organization.
3. Once they're ready to start working with Holaspirit, you can change their permission to Members.
Go to Administration
In the sidebar, click on Manage users
Click on the 3 dots on the right side of the inactive user
Select Edit member
Assign the most suitable role to each user, giving them the most appropriate level of access and control they'll require.