Team and members

Give each colleague their own WorldVisa account and choose a role that matches the work they need to do. Organization membership gives them a place to work, their staff roles control their permissions, and working teams group people for day-to-day operations.

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Invite a colleague

In Console, open Settings > Team. This tab is available when your account has permission to invite organization members. You can also send an invitation from Staffs > Add Staff when that area is available to you. This form lets you include staff details such as their name, phone number, time zone, and calling details alongside their email and primary role.

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Pending invitations

Expand Pending Invitations in Settings > Team to review the invited email and role. Use the revoke control beside an invitation if the address is wrong or the invitation is no longer needed. Send a new invitation to the correct address when appropriate. Revoking an invitation applies to a person who has not completed it. Manage an existing colleague through their staff record instead.

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Roles and responsibilities

WorldVisa uses the same staff role system across its portals. The table below summarizes the main responsibilities of each role; individual actions also depend on the portal and the data access rules for that action.

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Primary and secondary roles

The Primary role identifies the person’s main responsibility and primary portal. A Secondary role adds permissions for another responsibility. Effective permissions combine both roles. For example, a Sales Manager who also has the Developer role gains Console permissions. Adding that person to a sales team alone does not grant those permissions. Authorized staff can maintain Primary role and Secondary role in a staff record. Changing these fields requires role assignment permission. Invitation role choices are still checked against the inviter’s primary role.

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Who can invite which roles?

These are the standard invitation rules. The person sending the invitation must also have member invitation permission and access to the relevant portal.

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Organize working teams

Use Teams to organize staff within a department. A working team is separate from the Team tab in Settings: the Settings tab handles invitations, while Teams groups people who already have staff records. When creating a team, provide a name, team key, and department. The key identifies the team in API calls. The form suggests a key from the name, and you can change it before creating the team. Choose reporting members where the department supports them. The L2 Reporting Member is considered the team lead; additional reporting levels appear according to the selected department. The department can be fixed by the portal you are using or by your role. When adding staff to a team, the member picker filters for the department’s executive role. Maintain reporting members separately using the reporting fields. Team membership helps organize work; it does not replace staff roles or grant Console access.

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Maintain access when responsibilities change

Keep the staff record current when someone changes responsibilities. Review their primary role, secondary role, account status, and working team rather than creating another account for the same person.

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Common questions

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