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How to Use and Manage Premier Teams

What is a Team? 

A team is a group of users working towards the same goal, creating and filing forms. A team can be created based on location, department, permissions or access to payers or form types.

Using a team will establish workflow management, security and efficiency and organization allowing multiple users to work simultaneously. The established workflow allows for employees to create specific forms and for the administrator users to e-file them. Using a team allows payers and form types to be accessed by the appropriate team and the team members.

Default Permissions Hierarchy for Premier Accounts

  •  Account Owner - Full access to absolutely everything, and the only access level which can renew the subscription. If only one person is set up with a login (no team members are added), it will be the account owner level.
  •  "Administrator" level team members - Full access to everything except the account owner's information.
  • "Unrestricted" level team members - Full access to everything except team management of any sort.
  • "E-File Restricted" level team members - Access to everything except e-file-related tasks and team management of any sort.

You can further restrict team members' access to specific payers or payment methods by applying restrictions to the team(s) each member is assigned to.  You can restrict the form types available to a team member at the payer level.  The default permission level allows all users access to everything. 

Creating a Team

  1. Login to Yearli.
  2. Click on Manage Team in the left navigation pane.
  3. Click on Add Team.
  4. Enter the team name.
  5. Click Create.

Adding New Members to a Team

  1. Login to Yearli.
  2. Click on Manage Team in the left navigation pane.
  3. Click on Manage to the right of the team name.
  4. Click on Manage team under Team Members section.
  5. Click Invite.
  6. Enter the email address for the member(s).
  7. Select the member(s) permission level.
  8. Click Send Invites.

Deleting a Team Member

  1. Login to Yearli.
  2. Click on Manage Team in the left navigation pane.
  3. Click on Manage to the right of the team name.
  4. Click on Manage team under Team Members section.
  5. Click "delete" next to the team member to remove.

Managing Team Access

  1. Login to Yearli.
  2. Click on Manage Team in the left navigation pane.
  3. Click on Manage to the right of the team name.
  4. Click on Manage team under Team Members section.
  5. Check the box next to the team member you want to add to the team.
    • Uncheck the box to remove a team member from the team.
  6. Click save.

Adding Payment Information to a Team

  1. Login to Yearli.
  2. Click on Manage Team in the left navigation pane.
  3. Click on Manage to the right of the team name.
  4. Click on Manage Payments under Payment Options.
  5. Click on Add a Card or Add a Code to enter the payment option.
  6. Place a checkmark next to the card or prepaid code.
  7. Click Save.

Adding Payers to a Team

The payer information needs to be added to the web site prior to selecting the payer(s) for a team.

  1. Login to Yearli.
  2. Click on Manage Team in the left navigation pane.
  3. Click on Manage to the right of the team name.
  4. Click on Assign Payers under Team Payers.
  5. Check the box next to the payer(s) that will be available under that team.
  6. Click Save.

Adding Additional Seats

Additional seats can be purchased at anytime. To purchase additional seats for your team:

  1. Login to Yearli.
  2. Click on Manage Team in the left navigation pane.
  3. Click on Manage to the right of the team.
  4. Click on the Manage Team button under Team Members.
  5. Click on the Purchase More Seats link under Invite Members.
  6. Enter the number of additional seats you wish to purchase.
  7. Click Next.
  8. Click Submit Your Order.

Alternatively, you can contact sales at 800-968-1099 to purchase seats.

Re-Sending Team Invitations

When an invite is sent to a team member, the link to invite that team member may expire. The invite link is a unique link in the sense that it is a one-click link. If a user double-clicks the link, it will expire immediately. The steps outlined below assist with resending that invite.

  1. Login to Yearli.
  2. Click on Manage Team in the left navigation pane.
  3. Click on Manage to the right of the team name.
  4. Click on Manage Team under Team Members section.
  5. Find the team member you want to resend the link to and select Resend Invite.
  6. Have the team member check their email.

Promoting an Existing Team Member to Account Owner

To promote an existing team member to the account owner position, you will need to delete the existing team member account to free up the email to be used. We recommend having both the current account owner and the new account owner go through this process together, to ensure everything gets fully updated without issue.

  1. Login to the account owner account.
  2. Click on Manage Team in the left navigation pane.
  3. Click on Manage to the right of the team name.
  4. Click on Manage team under Team Members section.
  5. Click delete next to the team member to remove.
  6. Click on My Account in the left navigation pane.
  7. Click Change Settings under Login Settings.
  8. Edit, add, or remove the multi-factor authentication (MFA) option on the right.
    • You can add a new MFA option and leave the existing one in place if you like, then remove the exiting one later. 
    • If you remove rather than edit the MFA, you will be prompted to set it up when logging in again.
  9. Enter the email of the team member you deleted in the New Email and Confirm Email fields, and click "update".
    • This step will log you out. The email used to log in will have changed, but password and MFA will remain however they are presently set up.
  10. The new account owner should now go to Yearli.com and log in using their email, and click the "forgot password" button to start the password change process.
  11. Once the password has been changed, and a new MFA set up (if removed during step 8), the account owner will be fully changed.
  12. Optionally, you can return to the My Account page, and click Edit Information under the Account Information header, and change the general account information. 
    • Skipping this step will have no negative impact on your use of the site.

Checking Team Activities

When teams are setup within Yearli Premier, the system will create a report tracking the action each team member has taken recently. This report can be helpful to determine which individual may have completed a certain task or action.

Accessing the Activity Log Report

  1. Log into Yearli Premier.
  2. Select Manage Team in the left navigation pane.
  3. Find the specific team and choose the Manage link to the right.
  4. Choose the View Activity button under Activity Log.
  5. Select the activity type to be viewed in the Activity drop-down menu.4.PNG
  6. Enter additional search criteria in the search box, if needed.
  7. The report details will display on screen.

Team Member Activities that Will Display in the Report

  • Delete Payer
  • Edit Form
  • Edit Recipient
  • Submit Forms
  • Print Forms
  • Edit Payer
  • Invite Purchase

Submitting Forms

When a team member submits forms by default ALL forms in the cart will be submitted. This includes forms from other team members that have been added to the cart. 

If the team member wants to file only the forms added by them, they can toggle the All Forms toggle in the Order Summary to the off position. This will allow the team member to file only the forms added by themselves.

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