Revision 1.0 August 6, 2015
Notices The Team Access User Guide is confidential and is only for the use of SUBWAY franchisees, Development Agents, Field Consultants, and Operations Technology Leaders (OTL). Unauthorized use of the information contained herein is strictly prohibited. No part of the content of the Team Access User Guide may be copied or reproduced in any form or transmitted by any means without the written permission of Doctor s Associates Inc. Updates, additions, and other revisions to the Team Access User Guide will be made, as necessary, to reflect changes in features and functionality. Changes will be posted on the SUBWAY PARTNERS website; they also will be communicated, as appropriate, through STS. SUBWAY and SubwayPOS are registered trademarks of Doctor s Associates Inc. 2015 Doctor s Associates Inc. All rights reserved.
Contents Overview... 1 Accessing Team Access... 1 When to Create New Accounts... 2 Before You Start... 3 Using Naming Conventions for User Names...3 Assigning Roles to Users...3 Including Email Addresses in User Accounts... 4 Giving Employees Access to Other Applications... 4 FSC Online Store... 4 LiveIQ... 4 Menu Manager... 4 SUBWAY Global Toolkit... 5 SubwayIQ... 5 Team Access (Store Employee Editor)... 5 Searching for Users... 6 Starting a Search... 6 Filtering Search Results... 7 Creating a New User Account... 8 Editing a User Account... 11 Opening the Edit User Screen... 11 Editing a User Name and Password... 11 Editing a User s Personal and Contact Information... 12 Changing a User s Role... 13 Changing the Applications that a User Can Access... 13 Changing the Stores Assigned to a User... 13 Changing a User s Home Store for University of Subway... 14 Transferring an Employee s University of Subway Transcripts... 14 Deactivating Accounts Belonging to Former Employees... 15 Rev. 1.0 8/6/2015 2015 Doctor s Associates Inc. All Rights Reserved. Page i
Overview Team Access lets franchise owners and other field staff create and maintain user accounts for their employees on SUBWAY PARTNERS. Team Access lets franchisees: Create SUBWAY PARTNERS user accounts for their store-level and franchisee-organization employees Edit the details of existing user accounts Designate a home store for University of SUBWAY Give a store manager or office staff person the ability to create and maintain user accounts Give a store manager or office staff person the ability to access certain functionality on SUBWAY PARTNERS, such as SubwayIQ and LiveIQ Accessing Team Access 1. Log into SUBWAY PARTNERS. 2. On the Technology tab, click Team Access. Rev. 1.0 8/6/2015 2015 Doctor s Associates Inc. All Rights Reserved. Page 1
When to Create New Accounts Before creating user accounts in Team Access, franchisees especially multi-unit owners (MUOs) should keep the following in mind: Franchise owners do not need to create accounts for themselves in Team Access in any of their restaurants. Your SUBWAY PARTNERS account gives you access to all franchisee resources and applications available through the website. Store Managers do not need separate accounts set up for every store in which they work. They only need one account with the appropriate list of stores on the Store Assignments tab. See Creating a New User Account on page 8. An employee moving to another store owned by the same franchisee or within the same DA territory should have the home store reassigned (and user name changed, if desired) not have a new account created through Team Access. Page 2 2015 Doctor s Associates Inc. All Rights Reserved. Rev. 1.0 8/6/2015
Before You Start Using Naming Conventions for User Names User names are typically combinations of numbers and letters. Using a naming convention helps with sorting and searching for user names on the Team Access home page. The user name format we recommend is to use the restaurant number followed by the user s first and last name (for example, 1234-joesmith), although the convention does make it necessary to update the user name to match the employee s new store location. For example, if Joe Smith moves from Store 1234 to Store 5678, you would need to change his user name from 1234-joesmith to 5678-joesmith. If you use your own naming convention, be consistent in your formatting, prefixes, use of special characters (such as, hyphens), abbreviations, and so forth. Assigning Roles to Users A user role defines an employee s level of access to the resources on SUBWAY PARTNERS. Each user account must be assigned one of the following user roles: Store Manager an employee who manages a shift, store, or multiple stores. This user gains access to information, within SUBWAY PARTNERS, that is relevant to the user s work as a manager. Assistant Manager an employee who assists with the management of a shift, store, or multiple stores. This user gains access to information, within SUBWAY PARTNERS, that is relevant to the user s work as a manager. Shift Supervisor an employee who manages shifts at one or more restaurants. Sandwich Artist and Senior Sandwich Artist an employee of a store with minimal SUBWAY PARTNERS privileges. This user gains access to content that is targeted specifically to Sandwich Artists. Store Employee and Franchise Office Staff a franchisee-organization employee who does not perform the duties of any of the roles listed above. This user gains access to information, within SUBWAY PARTNERS, that is relevant to the user s work. Rev. 1.0 8/6/2015 2015 Doctor s Associates Inc. All Rights Reserved. Page 3
Including Email Addresses in User Accounts Email addresses are needed so that users can receive communications that pertain to their University of Subway activities, including course notifications and certificates of completion. Additionally, and equally important, this is the address to which a reminder email is sent when a user makes a request through the Forgot User Name? and Forgot Password? links on SUBWAY PARTNERS. For these reasons, franchisees and their Store Employee Editors need to enter a user s own email address in the user account profile and not someone else s (for example, the franchisee). If the employee does not have an email address and another one has to be used (for example, a store manager s), the address entered needs to be one that is checked regularly. Giving Employees Access to Other Applications At your discretion, you can give employees access to a number of applications based upon their roles and responsibilities within your organization. Found on the New Employee and Edit Employee screens on the Application Permissions tab, these settings are optional and can be enabled or disabled at any time. FSC Online Store This gives an employee access to the FSC Online Store so that the employee can make purchases of in-store equipment on your behalf. Permissions may take as much as 24 hours to go into effect; permissions are updated nightly. LiveIQ LiveIQ options include: LiveIQ Reporting gives an employee permission to view near-real-time store data from stores with which the employee is associated in Team Access LiveIQ Store Setup gives an employee permission to set up stores, with which the employee is associated, to use LiveIQ Permissions may take as much as 24 hours to go into effect; permissions are updated nightly. Menu Manager Franchisees may assign this permission to employees so that they can access Menu Manager to, for example, complete the weekly inventory, set up a menu, or simply publish a menu that someone else set up. The franchisee must be the primary owner of the affected restaurant(s), and the user account(s) to which this application permission is being given must be assigned exclusively to the affected restaurant(s). Permissions may take as much as 24 hours to go into effect; permissions are updated nightly. Page 4 2015 Doctor s Associates Inc. All Rights Reserved. Rev. 1.0 8/6/2015
SUBWAY Global Toolkit This gives an employee access to the SUBWAY Global Toolkit (on the Marketing tab on SUBWAY PARTNERS ) so that the employee can download and watch marketing tutorial videos, download or order local marketing support materials, or build customizable marketing plans. Permissions may take as much as 24 hours to go into effect; permissions are updated nightly. SubwayIQ Enabling this option lets the user see SubwayIQ s Store Employee Reports folder and the Customer Experience Summary report contained in the folder. When the user views the report, the user sees only the restaurants you assigned to the user through Team Access. Only users who are set up as Store Managers or Office Staff can access the report link from SUBWAY PARTNERS. Permissions may take as much as 24 hours to go into effect; permissions are updated nightly. Team Access (Store Employee Editor) A franchisee may assign this permission to a trusted staff member, so that user can create and manage other user accounts on your behalf for the restaurants to which the Store Employee Editor is assigned. This permission gives the user all the abilities that you (the franchisee) have to set up user accounts, change store assignments, deactivate accounts, and so on. Store Employee Editors can only create and update users with an equal or lower role than their highest level role. Rev. 1.0 8/6/2015 2015 Doctor s Associates Inc. All Rights Reserved. Page 5
Searching for Users The Team Access home screen displays the list of user accounts set up for your stores. If you have many user accounts, your lookup list spans multiple pages. You can browse your list using the page controls. By default, 25 accounts are displayed on each page. You can increase this to 50, 100, or 200 accounts using the # of employees per page field just above the employee list. You also can use the search fields described in the next two sections to find specific user accounts quickly. Starting a Search To search for a user: 1. In the Search Type list, select the criterion by which you want to search: User Name First Name Last Name User Name is the default selection. 2. Depending upon Search Type, enter your search term in the Search Text field. Enter part or all of the employee s user name. Enter part or all of the user s first name. Enter part or all of the user s last name. 3. Click Search. If you make a mistake, click Clear. Team Access returns to its default setting. Page 6 2015 Doctor s Associates Inc. All Rights Reserved. Rev. 1.0 8/6/2015
Filtering Search Results If Team Access returns a lengthy list of matches to your search criteria, you can filter the search results list. 1. In the User Status Filter list, select one of the filters: All Users Active Users Inactive Users Active Users is the default selection. 2. In the Detail Filter list, select one of the following: None lets you filter according to the value of User Status Filter Store enables the Filter Value drop-down list field, from which you can select one or more restaurants 3. (If Store is selected in Step 2) Click in the Filter Value field to display its drop-down list, then locate and select the restaurant you want. Repeat these steps to select additional restaurants. To remove a selected restaurant, click the x next to its number/name description. Once you make a selection, Team Access filters the search results list. Rev. 1.0 8/6/2015 2015 Doctor s Associates Inc. All Rights Reserved. Page 7
Creating a New User Account You need to create a user account for each employee on your staff. If you own multiple restaurants, you do not need to create a separate user account for each restaurant in which the employee works. Franchise owners and store employee editors can create user accounts. 1. Go to Employees > New Employee on the menu, or press the New Employee button above the employee list. Basic User Details 2. Complete the following required fields on the Person Summary tab: First Name (50 characters maximum) Last Name (50 characters maximum) User Name Note See Using Naming Conventions for User Names on page 3. Email Important Do not register a user who has no access to an email address. See Including Email Addresses in User Accounts on page 4. Password Enter a password that complies with the rules displayed on the screen. Passwords are casesensitive. Confirm Password Enter the same password you typed in the Password field. If your entries in the Confirm Password and New Password fields do not match exactly, you are prompted to correct both fields. Page 8 2015 Doctor s Associates Inc. All Rights Reserved. Rev. 1.0 8/6/2015
3. (Optional) Enter a landline or cell/mobile number in the Phone field. 4. Leave the Active check box selected. Role Assignment 5. Click in the Roles field to display the list of available roles. 6. Select from the drop-down list the role you want to assign to the user. You must select at least one role for a user account. See Assigning Roles to Users on page 3. 7. Repeat Steps 5-6 to apply additional roles to the user account. To remove a selection, click the x next to its name. 8. Press Save. The screen will update while the details you entered are saved, and will move you to the Store Assignments tab. Store Assignments 9. Click on the check box for each restaurant at which this user works. If the employee works in multiple roles in a restaurant, click on the check box under each role. 10. (Optional) Select Associate all future stores I purchase with this user. If you select it, the user is associated automatically to any restaurants stores you purchase. Rev. 1.0 8/6/2015 2015 Doctor s Associates Inc. All Rights Reserved. Page 9
11. Click the circle in the Home Store column for the restaurant that is the employee s University of Subway home store. This is the restaurant used as the user s home store for training and transcripts. Only one restaurant can be a home store. 12. Press Save. The screen will update while the details you entered are saved, and will move you to the Application Permissions tab. Application Permissions 13. (Optional) Select the applications to which you want the user to have access. You can select more than one. See Giving Employees Access to Other Applications on page 4. 14. Press Save. The screen will update while the details you entered are saved, and will move you to the employee list on the Team Access home page. Page 10 2015 Doctor s Associates Inc. All Rights Reserved. Rev. 1.0 8/6/2015
Editing a User Account User accounts need to be edited for a variety of reasons, such as: Changing passwords and user names Updating email addresses registered to an account Turning off accounts for former employees Adding, removing, or changing the stores with which the employee is associated Enabling or disabling access to applications on SUBWAY PARTNERS (such as LiveIQ) Additionally, when a franchisee buys a new location, the franchisee inherits the former owner s staff with all roles and permissions that were assigned in Team Access. The new owner needs to verify those settings and make changes as necessary to accommodate the owner s needs and preferences. Franchise owners and store employee editors can edit user accounts. Opening the Edit User Screen 1. On the Team Access home screen, locate the user in the lookup list. 2. Click on the User Name link to open that account s details. Editing a User Name and Password Franchise owners and store employee editors can change user names and passwords for employees as needed. The capability to change passwords is particularly useful when employees forget their passwords and, for some reason, cannot retrieve them through the Forgot Password? link on the SUBWAY PARTNERS login page. For example, an employee does not receive the reminder messages sent by the website, because the employee no longer has the email address registered in Team Access. Each password should be one that is easy for its user to remember but is not easy for others to figure out (for example, the name of a spouse, child, or family pet). If users need to write down their passwords to remember them, the reminders should be stored in a discreet location and not out where others can see them (such as, Post-it notes on a computer monitor). Note Changes to user names and passwords take effect immediately. Rev. 1.0 8/6/2015 2015 Doctor s Associates Inc. All Rights Reserved. Page 11
To change an employee s user name: 1. Locate the user in the employee list on the Team Access home page, using the search function if necessary. 2. Click the User Name link in the employee list to open that account s details. 3. Edit the User Name field as needed on the Person Summary tab. See Using Naming Conventions for User Names on page 3. 4. Click Save. You are returned to the employee list on the Team Access home page. To change an employee s password: 1. Locate the user in the employee list on the Team Access home page, using the search function if necessary. 2. Click the User Name link in the employee list to open that account s details. 3. Enter a new password that complies with the rules displayed on the screen. Passwords are case-sensitive. 4. Re-enter the new password in the Confirm Password field. If your entries in the Confirm Password and New Password fields do not match exactly, you are prompted to correct both fields. 5. Click Save. You are returned to the employee list on the Team Access home page. Editing a User s Personal and Contact Information An employee s personal and contact information can be updated as needed. 1. Locate the user in the employee list on the Team Access home page, using the search function if necessary. 2. Click the User Name link in the employee list to open that account s details. 3. Edit or update the user s personal information as needed in the following fields: First Name (50 characters maximum) Last Name (50 characters maximum) Email address Important Do not register a user who has no access to an email address. See Including Email Addresses in User Accounts on page 4. (Optional) Phone number 4. Click Save. You are returned to the employee list on the Team Access home page. Page 12 2015 Doctor s Associates Inc. All Rights Reserved. Rev. 1.0 8/6/2015
Changing a User s Role You can change user roles to keep pace with an employee s changing role in your organization for promotions (for example, Sandwich Artist to Senior Sandwich Artist), expanding responsibilities (for example, Senior Sandwich Artist and Shift Supervisor), and so forth. 1. Locate the user in the employee list on the Team Access home page, using the search function if necessary. 2. Click the User Name link in the employee list to open that account s details. 3. Click in the Roles field to display the list of available roles. 4. Make changes as necessary: Select from the drop-down list the role you want to assign to the user. Click the x next to the name of any role you want to remove. You can make as many changes as you need, but the user account must have at least one role assigned to it when you are finished. See Assigning Roles to Users on page 3. 5. Click Save. You are returned to the employee list on the Team Access home page. Changing the Applications that a User Can Access You can enable or disable an employee s access to various applications as required by the needs of the employee s job (see Giving Employees Access to Other Applications on page 4). Permissions may take as long as 24 hours to go into effect, because permission changes are processed nightly. 1. Locate the user in the employee list on the Team Access home page, using the search function if necessary. 2. Click the User Name link in the employee list to open that account s details. 3. Click on the Application Permissions tab. 4. For each application for which you want to enable or disable an employee s access: Select the application check box to enable the employee s access. Clear the application check box to disable the employee s access. 5. Click Save. You are returned to the employee list on the Team Access home page. Changing the Stores Assigned to a User You can change store assignments as your employees begin working in more of your stores, stop working in others, or switch entirely from one store to another within your organization. Store assignments affect the stores an employee can view when adding or editing user accounts (if they have Store Employee Editor permissions), as well as using applications such as LiveIQ or SubwayIQ. Rev. 1.0 8/6/2015 2015 Doctor s Associates Inc. All Rights Reserved. Page 13
While the changes register instantly in Team Access, it may take up to 24 hours for the changes to take effect in other applications to which the user has access, such as LiveIQ and SubwayIQ. Permission changes affecting these other applications are processed nightly. 1. Locate the user in the employee list on the Team Access home page, using the search function if necessary. 2. Click the User Name link in the employee list to open that account s details. 3. Click on the Store Assignments tab. 4. For each store for which you want to enable or disable an employee: Select a check box to add a store to the employee s assigned list. Clear a check box to remove a store from the employee s assigned list. If the employee works in multiple roles in a restaurant, make the appropriate changes for each role in each restaurant. 5. (Optional) Select Associate all future stores I purchase with this user. If you select it, the user is associated automatically to any new stores you purchase. 6. Click Save. You are returned to the employee list on the Team Access home page. Changing a User s Home Store for University of Subway The home store is the restaurant in which an employee primarily works, the one where the employee s usage appears on the University of Subway. 1. Locate the user in the employee list on the Team Access home page, using the search function if necessary. 2. Click the User Name link in the employee list to open that account s details. 3. Click on the Store Assignments tab. 4. Click the circle in the Home Store column for the restaurant that is the employee s new University of Subway home store. 5. Click Save. You are returned to the employee list on the Team Access home page. Transferring an Employee s University of Subway Transcripts If you have an employee who worked previously at another owner s restaurant, the employee can migrate his or her University of Subway transcript to your restaurant. In order for the learner s records to move with the employee from the old restaurant to yours, you need to create a user account for the employee in your restaurant before initiating a transcript move request through the University of Subway. To do this: 1. Create the user account, associating the employee with your restaurant(s). 2. Fill out the entire Transcript Move Request Form in the University of Subway and include the user s original user name and the user name you just assigned to the employee. 3. Click Submit. Page 14 2015 Doctor s Associates Inc. All Rights Reserved. Rev. 1.0 8/6/2015
The old account and the new account are combined after you submit the move request form. For more information about when you do and do not need to submit transcript move requests, read Types of Account Moves on the University of Subway Help tab. Deactivating Accounts Belonging to Former Employees User accounts are not deleted from the Team Access but are, instead, deactivated. As a general practice, you should deactivate the account of any employee who leaves your organization. To do this: 1. Locate the user in the employee list on the Team Access home page, using the search function if necessary. 2. Click the User Name link in the employee list to open that account s details. 3. Remove the check mark from the Active check box. 4. Click Save. You are returned to the employee list on the Team Access home page. Once you deactivate a user account, that user can no longer log into SUBWAY PARTNERS or any of the applications to which you gave the user access. Rev. 1.0 8/6/2015 2015 Doctor s Associates Inc. All Rights Reserved. Page 15