As an admin there are a wide range of abilities and tools at your disposal to help everyone in your organization get the most out of ThoughtExchange. There are two admin roles, the Room admin and the Account admin. Room admins have the ability to make room-level management changes while Account admins have the ability to make changes that impact the entire account. This article will be your guide to wielding your newfound power!
The Admin settings menu (which you can find by clicking the profile icon in the top right-hand corner) is where administrators can review the leader list for an account, add or remove leaders, or make changes to a leaders’ permissions.
Each room has a limit to the number of leaders that can be added, you can see the number of available licenses in the gray header on the User tab.
To add new leaders, simply click the Invite button and enter their email address(es).
To edit a leader's permissions, including giving them permissions in an additional room, find their name in the list of users and click the pencil icon on the far right. To remove a leader’s permissions, click the pencil icon to open edit mode and uncheck the specific permission you are looking to remove.
To remove a leader entirely from the account, an Account admin can click the trashcan icon on the right right of the page associated with their name (this icon is only visible to Account admins).
By default, leaders can see and access all of the engagements created in your room (even those created by other leaders). Room admins can modify a leader's access so that they can:
- Create only Exchanges (and thus only see the Exchanges) in the room.
- Create only surveys (and thus see only surveys) in the room.
- Create both Exchanges and surveys (and thus see both) in the room.
- Manage templates in the room.
Depending on your account settings, the Admin settings menu is home to two or three tabs; Users, Contacts, and Consent.
Users tab: where Room and Account admins manage leader licenses and permissions, described in the section above (Leader management).
Contacts tab: If your account makes use of the Contact upload feature, this tab is where Account admins can upload and manage a list of contacts. Uploading a list of contacts allows you to easily send invitations and reminders to participants; learn more here.
Consent tab: this is where Account admins can give consent for the use of third party AI services as well as access to our beta features.
Managing your Room settings
The Room Settings menu (which you can find by clicking the profile icon in the top right-hand corner) will have two or three tabs depending on your account settings:
Templates - Access, edit and create templates for theme sets, survey questions, participant groups, and objectives. Any leader in the room can utilize these templates when building or managing their engagements.
Email log - If your account makes use of the Contact upload feature, this is where you can keep track of the status of your engagement invitations.
General - for changing the Room name, requiring participants to login/sign up for all engagements created in the Room, or limiting participation to people with specific email domains. If your organization requires a custom privacy/compliance message for participants to review before entering engagements you can also edit that here.
Accessing your Room(s)
When you login to the software at my.thoughtexchange.com you can access your rooms by clicking the dropdown menu in the top right-hand corner of the landing page.
Note: If your organization has opted to organize its Rooms into different Workspaces, you will see an additional layer in the rooms dropdown menu allowing you to select a Workspace, after which you can select a room.
If you are linked to more than one customer account, you may need to select the organization whose Rooms you want to access. To switch between accounts, click the profile icon in the top right-hand corner and choose the account you want to work in.
Navigating the landing page
The first thing you will see when you login to your Room is the landing page. The landing page is a fantastic tool for letting you see the activity taking place in your Room and a number of useful statistics including:
- The total number of engagements.
- The number of participants, thoughts, and ratings across all the engagements you are currently viewing (which you can modify using the filters button described below).
- The degree of alignment among the participants in your Exchanges.
- The average amount of time a participant spends participating in these engagements
The big blue “Create” button at the top of the screen (it’s hard to miss) will take you to the engagement creation menu. As an admin, you can browse the templated engagements. If you need to be able to create engagements yourself, you will also need to have a leader license assigned to you.
The engagement list shows all the engagements in your room by default, but you can change what is shown using the filters button in the top left corner of the page. The filters button lets you filter engagements by objective, status (draft, scheduled, active, or complete), leader, or by date range (according to when the engagements were launched). Click ‘Apply filters’ to move back to the landing page or use the X in the top right corner.
Additionally, you can filter engagements based on keywords appearing in the title or question using the search bar.
Click "View archived Exchanges" to see engagements you've moved out of the main view.
You can also sort the list of engagements by a number of handy attributes using the button above the list on the right side of the page
Click the Results button on any engagement in the list to launch the Results Dashboard or click the "grapes icon" (it looks like three vertical dots) at the right hand end of any engagement card to pull up a list of management options for that engagement.
You can also click on any engagement card to open a side panel that provides buttons for the invite link (the link leaders send to participants) and the Results Dashboard. If you are also a leader in the room, you will see a link to Presenter mode.
Last but certainly not least, don’t forget that you can always click the ? in the blue banner at the top right corner of the page to instantly pull up the Knowledge center - which contains articles and videos from our Help Site directly in the app.
Have questions? We’re happy to help you make the most of your Room(s). If you are unsure about anything as an admin, don’t hesitate to reach out with questions or to get a walkthrough of these features from one of our amazing staff!