Account sharing on Teachme Biz is not prohibited under the Terms of Use.
However, there are several points to be aware of when sharing accounts.
▼Teachme Biz Terms of Use (Article 17)
Notes for Administrators
It may be unclear who is responsible for inviting or deleting accounts or Teams.
If a problem occurs in account management and you Contact us, it may not be possible to identify who was responsible.
Once an account is deleted, it cannot be restored. (※)
If an account is deleted by mistake, you will need to re-invite the user.
Unless there is a compelling reason, please refrain from using shared accounts for Group administrators, Sub-administrators, Folder administrators, or Folder Sub-administrators.
※ The Teachme Biz operations team is also unable to restore deleted accounts.
It may be unclear who is responsible for creating, editing, approving, or deleting Manuals.
If a problem occurs in Manual management and you Contact us, it may not be possible to identify who was responsible.
To keep track of who created, edited, or approved a Manual, please consider the following approaches.
If you are using the Approval workflow feature
Consider including the names of the creator, updater, and Approver in the revision history.
If you are not using the Approval workflow feature
Consider preparing a dedicated Step solely for recording revision history, or using the Comment feature to leave the names of those involved.
Password management becomes complicated when employees leave or are transferred.
When an employee leaves or is transferred and their Teachme Biz account is no longer needed, you will need to Change the Password each time and notify everyone sharing the account, making management more complicated.
If someone sharing the account changes the Login information, others may be unable to log in.
If someone changes their Password individually and fails to share the new Password with others sharing the account, it may lead to an increase in internal Contact requests about being unable to log in, or cause work delays due to inability to view Manuals.
Please consider implementing a practice where anyone who changes the Password always notifies all other account sharers of the new Password.
Related: I cannot log in. What should I do?
You will not be able to make effective use of the Training feature.
The Training feature allows you to conduct onboarding and staff development by distributing Training courses to users.
Since the recipients of Training courses are specified on a per-account basis, sharing an account means you will not be able to track each individual's course completion status.
Related: Tell me about the Training feature
You will not be able to make effective use of the task distribution feature.
The task distribution feature allows you to manage on-site operations by distributing tasks to users.
Since task recipients are specified on a per-account basis, sharing an account means you will not be able to track each individual's task progress.
Related: Tell me about the task feature
You will not be able to make effective use of the Report feature.
The Report feature allows you to check detailed information about who viewed or searched for a Manual and when.
Since information is collected on a per-account basis, sharing an account means you will not be able to obtain data per individual, making it impossible to analyze how each person is using the Manuals.
Related: Report feature use case: "Food & Beverage Industry: Spreading New Menu Manuals to the Workplace"
Related: Track users' viewing activity to measure effectiveness and drive improvements
Notes for users
If someone sharing the account changes the Login information, others may be unable to log in.
Please consider practices such as refraining from changing the Password individually, or ensuring that anyone who changes the Password always notifies all other account sharers of the new Password.
Related: I cannot log in. What should I do?
You may be forcibly logged out while creating or viewing a Manual.
There is a limit to the number of devices that can be simultaneously connected to a single account.
Related: Maximum number of simultaneous connections per account
When the maximum number of simultaneous connections is exceeded, devices will be forcibly logged out starting from the one with the oldest last access time.
Since there is a risk of being suddenly logged out during work and losing data you were creating, please be mindful of the number of users sharing a single account and the number of simultaneous connections.
You may need to enter your Login information each time you access the service.
The more people share a single account, the more likely it is that the simultaneous connection limit mentioned above will be exceeded.
As a result, you may need to log in each time (※), which can make the service more cumbersome to use.
The same applies when logging in using Single Sign-On.
※ If no forced Log Out occurs, the login session remains valid for 7 days.
Related: Session (Login) Expiration Date
You are unable to receive various notifications properly.
If someone sharing the account marks a notification as read before you, you may miss that notification.
You may also receive notifications about content that is not relevant to you.
Related: When will notifications be sent to mobile devices (smartphones, tablets)?