A team member is one person on a site visit team, including their roles, assignments, invitation status, and notes. This article explains how to find people for a visit, save a shortlist while you decide, place someone directly, and change or remove someone later. To find and review candidates before you create a visit, see Find and Review Team Candidates.
Before You Begin
Prerequisites
- Open the site visit record, then go to the Team Members tab. It is the first tab on the visit page.
- You need permission to edit visits before you can place, edit, or remove a team member. If you do not have that permission, the buttons and icons on this tab are disabled.
- You can place anyone from your Rhythm account’s contacts on a team. The search and direct-placement form are not limited to people already registered as team candidates for the visit’s program. This is useful when you want to place someone on a team first, then have the school or accrediting body approve them as a candidate afterward.
- A person you place may not see this visit from their own Portal page if their team-candidate record belongs to a different program than the visit. Even though they are scheduled, Portal visibility can still follow the program tied to that person’s own candidacy.
Place Someone Directly, Without Searching
If you already know who you want to add, you can place them without using the search and shortlist process.
- On the Team Members tab, select Assign Team Member Directly.
- In Team Member:, choose the person.
- Choose one or more Role(s):, such as chair or reviewer, from the roles your association maintains.
- Choose Assignment(s): from the visit assignments your association maintains. Add anything that is not on that list under Other Assignment(s):. The Assignment(s): list only includes the built-in Assignment values your association has configured under Visits › Assignments, so it appears empty if none have been set up yet.
- Set Status: to match the person’s response to the invitation. A new placement starts at Pending Acceptance, but you can choose any of the three values.
- Add Notes if needed, then save.
Result
The person is added to the visit’s team with the details you entered. The Team Members tab reloads and shows them on the team. The configured Assignment(s): you chose and the custom entries you added under Other Assignment(s): appear together under Assignments.
Assignment(s) values come from your association’s own setup under Accreditation Setup › Visits › Assignments. Ask an administrator to check that setup if a value you expect is missing. Role(s), Assignment(s), and Status use that same setup, so the dialog can look empty or incomplete when the setup has not been filled in yet.
Warning
A person can appear on the same visit’s team only once. If you try to place someone who is already on the team, Rhythm refuses the save. Edit their existing team member record instead.
Tip
Assign Team Member Directly is always available on the Site Visit page. It cannot be turned off through configuration, even if your association staffs teams another way.
Search for and Shortlist Potential Team Members
When you are still deciding who to send, use the search page to build a shortlist. Back to Site Visit 360°, at the top of that page, returns you to the visit at any time.
- From the Team Members tab, select Find & Assign Team Member.
- Build your search conditions, such as state or organization type, then select Search for Candidates.
- In the results, select a candidate’s name to open their record for more detail, or select the plus icon next to each person you want to consider. The person moves to the Potential Team Members list on the right, which creates a potential team member for the visit.
- Select the save icon above the shortlist to save it to the visit.
Result
Your shortlist is saved to the visit and appears the next time anyone opens this page for that visit. People who are already on the team when the page opens are automatically left off the shortlist, even if they appear again in search results.
Most search conditions match text exactly. For example, an organization-name condition needs the name typed as it is stored, instead of offering a picker. The exception is a condition built on Membership’s own organization lookup, which lets you select from existing organizations. The contact relationship lookup for an existing organization is not available here as a search condition. If you want a built-in field that is not offered, such as candidate status, added to this search, that typically requires a request to Rhythm instead of a setup change you can make yourself.
Select Assign next to a shortlisted person to open the same placement form described above. The form is already filled in with that person, so you only need to add roles, assignments, and a status. After you confirm the placement, the person is removed from the shortlist shown on the page. Save the shortlist again if you want that removal to remain the next time you open the page.
Tip
This search looks at every contact in your Rhythm account, not only people already registered as team candidates. Use it when you want to find potential reviewers broadly. Use the Candidates overview instead when you specifically want to work from your program’s existing candidate pool.
Warning
A shortlist you have not saved is easy to lose. If you leave this page with unsaved shortlist changes, Rhythm asks you to confirm first. People you shortlist here do not appear anywhere else, including on the visit’s own Team Members tab, until you save the shortlist and they are actually placed on the team.
Change or Remove a Team Member
On the Team Members tab, select the pencil icon next to a team member to open the same form with their roles, assignments, status, and notes already filled in. You cannot change the person after they are placed. If you placed the wrong person, remove them and add the correct person instead.
To remove someone from the team, select the trash icon next to their row and confirm. This change is permanent and cannot be undone from here, although the visit history keeps a record of it.
Occasionally, a team member’s row shows a GUID instead of a name. This happens when the linked contact record has been deleted or merged away. Rhythm identifies a team member by the combination of the visit and the contact, so once the contact is gone, that row cannot be edited or matched to a current contact, and saving from the pencil icon fails. Removing the orphaned row does not guarantee you can add the surviving contact from a merge back to the same visit. You may still see a message that the record already exists. A row like this can also appear later in reports with a blank contact name. Contact Support if you run into one.
Open a Team Member's Own Record
Select a team member’s name on the Team Members tab to open their contact record. From there, you can see their other visits and any evaluations for this one.