Rolling out your Knowledge base to your whole team
Now that you’ve run through all the steps of this course, you should have a fully functional internal knowledge base that your team can start using. It’s almost time to unveil your work to the rest of the team ✨
Before we get to inviting your entire team, let’s take a look at User Roles and Permissions, which give you control over writing and reading access for other members of your team.
User roles allow you to decide what kind of writing access each of your users should have to your account. Here’s an overview of each:
- Admin: can manage users, billing, export all pages, access to monthly analytics, and edit locked pages
- Editor: can create and edit pages; invite new users
- Contributor: can create and edit pages, unable to make account-level changes
- Read-only: can read and comment on pages and create suggestions
- Guest: can only view and edit pages in specified categories
Suggested User Roles
Our general advice is to give as many people as possible permission to create and update pages.
As we’ve mentioned throughout this course, knowledge sharing is a team sport. Everyone on your team is likely an expert in something, and allowing them to contribute information and update pages will help you capture your team institutional knowledge and keep it updated.
If you do need to lock down pages, here are some suggested permission from us:
- Admins: IT & finance administrators, C-level & VPs
- Editors: Directors, department heads
- Contributors: Senior-level teammates
- Read-only: Junior-level teammates
- Guest: Contractors + external collaborators (e.g. partners)
Note bene: User Role permissions are only available on the Scaling plan. If you’d like access to them, you can upgrade on your billing page or talk to a Tettra team member.
Page Viewing Permissions
Page Viewing Permissions give you even more control over what your users are able to see within your account.
Visibility is controlled on the category level, meaning any page stored within a category will take on that category’s permissions. The available category permissions are:
- Team-only: Everyone in your account with a non-Guest account
- Invite-only: Only visible and searchable by people specifically invited to the category (or in the Google Group if one is synced)
- Public: Visible to anyone with the link to the category or the main url to your Tettra account (e.g. https://tettra.co/teams/your_team)
Suggested Page Viewing Permissions
We recommend practicing transparency and giving access to as much information as possible. When every team has access to the same information as executives, everyone is empowered to make the best decisions possible.
Of course, there is information that you probably can’t share, like salary information. Invite-only categories are recommended for such a situation.
Page locking: Looking for a way to lock edits for a particular page? By locking a page, you ensure that only the page owner and account admins can make any edits. Your other users will still be able to see this page, but they won’t be able to make any updates
To lock a page, click the
⋮ while editing a page, then choose Only page owners and admins.
Sharing a specific page: You can share specific pages to people in Slack. You can also send a page via email or create a shareable link that makes the page viewable to anyone with the url.
To create a shareable link, click the Share button on any page, then choose
Inviting your entire team
Give yourself a clap, because you’ve reached the end of the course. You’re ready to invite the rest of your team to Tettra. Great work making it easier for your team to share knowledge to grow and thrive together.
You can use the same invite flow that we used to invite your Knowledge Holders, or you can read more about inviting users here.
To make inviting users easier for you, here are some pro tips:
- Save yourself time by sharing the link to your team’s Tettra account and let your team add themselves with Google or Slack Single Sign On
- To bulk invite people over email, just paste in a comma-separated list to the email invite field and hit enter. Each person will be sent their own invite email.
- You’re only billed for each person on your team that actually creates a Tettra account
It’s also smart to set either the initial page your teammates land on to your Why We’re Trying Tettrapage or create a new page called What is Tettra. That way, when your team lands in the account, they’ll have some context about the tool.
Finally, we put together these helpful collections of Getting Started resources for you to share with your team: