Set-up Your Organization

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Key Concepts Explained

Organization Hierarchy: Your Conveo organization is like a workspace where multiple team members can collaborate on research studies. Think of it as your company’s private research environment where you control who has access and what they can do. User Roles: Conveo uses a permission-based system with four distinct roles that determine what actions each team member can perform. Understanding these roles is crucial before inviting anyone, as it affects their ability to create studies, view results, or make requests. [Optional] Teams: Groups of users that can be granted collective permissions. You can share studies once with a team instead of individually. [Optional] Billing account: Different credit balances, often mapped to the budget structure of your own organization, to which studies can be billed with a corresponding approval flow (i.e., before study is launched the approver of the relevant billing account needs to sign off on the spend) Default Settings: Organization-level defaults (like chart display preferences) apply to all new content but can be overridden individually. These act as your organization’s baseline preferences that save time for all team members.

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Pro Tips

• Think through your environment design upfront: Teams and billing accounts can be very valuable for larger organizations, but they also add complexity. Leverage these features only when additional complexity is needed.
• Plan your role assignments carefully: Once someone is invited with a specific role, you’ll need admin permissions to change it later. Consider starting with more restrictive roles and upgrading as needed.
• Use the viewer role strategically: This role is perfect for executives or clients who need to see results but shouldn’t have the power to create or launch studies themselves.
• Test email addresses first: Double-check email addresses before sending invites. Invalid emails won’t bounce back immediately, and you might not realize someone didn’t receive their invitation.
• Set up your organization profile completely: Upload a recognizable profile picture and set your preferred default chart units before inviting team members. This creates a professional first impression and consistent experience.

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Quick Reference

Organization Roles:

• Admin: Full control over organization, studies, and billing
• Member: Can create and launch studies
• Viewer: Read-only access to study results

Team roles

• Manager: Can admit new members to the team
• Member: Can edit/view all studies shared with team

Billing Account Roles:

• Manager: Full control of billing
• Approver: Approve spend and view transactions
• Requester: Request spend and view transactions

Automatic Permissions:

• Organization admins get full access to everything automatically
• Study creators get full access to their studies
• Everyone in the organization can approve spend (see beta billing account feature to adjust)

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Complete Written Guide

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Step 1: Access Organization Settings

1. Click on Settings in the left-hand navigation menu
2. Select Organization from the settings options
3. You’ll see multiple sections on which we deep dive on in this guide: Organization profile, Organization members, Teams and Billing

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Step 2: Configure Organization Profile

Update Profile Information and settings:

1. In the Organization Profile section, click to upload a new profile picture
2. Update your organization name if needed
3. Choose your default chart units:
   • Absolute: Shows actual numbers (e.g., “25 responses”)
   • Percentage: Shows relative values (e.g., “45% agreement”)

Note: This is just the default setting. Individual charts can still be switched between absolute and percentage views regardless of this setting.

4. Configure default access permissions for new studies in your organization

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Step 3: Invite New Organization Members

1. Navigate to the Organization members section
2. Click the Invite button
3. Enter the email address of the person you want to invite
4. Select the appropriate role from the dropdown menu:

Role Definitions:

• Admin: Full permissions including study management and team administration
• Member: Can create and launch studies, use topic guides, but cannot manage team members
• Viewer: Read-only access to study results and data

Permissions:

5. Click Send Invite to dispatch the invitation email
6. Admin only: view all current organization members in the Members overview incl. invitation status, member activity and existing members role management

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[Optional] Step 3: Set-up teams

1. Navigate to the Teams section
2. Click the Create team button and enter a team name and optionally a description
3. Add existing organization members to a team by clicking the Add members button
4. Select the appropriate role for the team members from the dropdown menu: Role Definitions:
   • Manager: Can admit new member to the team
   • Members: Can edit/view all studies shared with team
5. Admin only: view all teams in the Teams overview and manage members, roles and create new teams

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[Optional] Step 4: Set-up billing accounts

1. Manage access to the billing account by clicking the Configure access button
2. Add relevant organization members and/or teams to the billing account and manage their access in the billing process: Role Definitions:
   • Manager: Complete billing control including payment methods and subscriptions
   • Approver: Can approve spending, cannot modify payment settings
   • Requester: Can request spend (requires approval), view transactions only
   Permissions:

3. Manage default access for the organization through the drop-down of the above roles (i.e., have everyone in the organization as requestor with selected approval rights set at th individual user level)
4. [Optional] Enable PO number requirement for each panel launch or analysis in the Billing settings menu

Default Access:

• Organization admins automatically have Manager permissions
• All other users need explicit access
• Everyone in the organization can approve spend

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Best Practices

Before You Start:

• Plan your team structure, role assignments and billing accounts before sending invitations
• Ensure your organization profile is complete and professional
• Verify you have the correct email addresses for all invitees

While Working:

• Start with more restrictive roles and upgrade permissions as team members prove their need for additional access
• Use the viewer role for external partners, clients, or executives who need visibility but not operational control
• Regularly review your member list to ensure only current team members have access

Quality Control:

• Regularly review your organization’s and team’s member list and their access levels
• Remove access for team members who no longer need it
• Ensure new members understand their roles and permissions
• Keep organization settings updated as your team grows or changes

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Anything missing? Let us know at [email protected] and we’ll help you out!