Users Page for Administrators

Who Are Administrators?

As an administrator, you will have all the information regarding team management. You are the only user in the team who can manage and make changes to the team account. There can be more than one administrator per team. 

Administrators are the only ones who can:

• Invite new users to the team
• Delete users from the team
• Change user roles for other team members  
• Change any information regarding the account: invoice address, billing information, etc.
• Assign other users as team administrators

  Attention:      Team admins can assign other users as administrators. We recommend at least  two admins per team.  This way, at least one admin is available when the other is on vacation or there is an emergency.      However, please keep the number of team admins reasonably low. All team administrators have an equal scope of rights and permissions which can be hard to coordinate within a large group of people.

Note: team administrator is a role that is available only for professional accounts.

 

Your Users page button is located in the left hand panel of your Home or Boards screen.

Icons and Tags Explained

For team administrators, Users page provides more information than for any other member of the team. You will see two lists here: My contacts and My team.  

Every team member can be categorized as an administrator, internal, or external user. 

My Contacts Tab

My Contacts tab shows you the list of all your personal contacts (users who collaborated with you on board, including users from other teams):

All of your contacts will be listed with: 

• User name
• Email (only members of the same team see each other's email addresses)
• Team
• Activation status: If a user has a darkened envelope next to their name, this means that they have activated their email address and are able to receive notifications via email. If a user has an envelope with (!) next to their name - they have not yet activated their email and will not be able to receive any notifications via email. 

When working on boards, you can @mention people in your comments. After typing the "@" symbol a drop-down overview of your contact list and current board members will appear. You can keep typing the name to narrow down your search. If you're looking for a team member that has not yet been invited to the board, 'Search team members to find more results' option will appear to help you find that user.

Please note: @mentioning team members in the comments will automatically add them as board participants.

How to Add Contacts Manually

There are multiple ways to add contacts to your contact list:

·   Invitation to a board
·   Invitation to your team
·   Invitation to a project

In the Team Directory

1. Find them by their name or email address
2. Click on the dotted menu on the right-hand side
3. Add to contacts

In the Board

Click on a user icon in the board participant list in the Share dialog, or in the board overview and get more information about the user. Then click the button “Add to contacts” to add them to your contact list.

My Team Tab 

‘My Team’ page shows all the users that are currently in your team, their company subgroup membership and their team roles. All team members will have one of the three roles: 

1. Administrator: The administrator will have the same role as you.
2. Internal user: The internal user will be able to see external users and other internal users in their contact list. This role should be set for your co-workers.
3. External user: The external user will be able to see administrator and internal users but will not see other external users. This role should be set for your clients, suppliers, or partners.

You can learn more about each individual role category by clicking on the the left side of the panel.

Invite Users to Your Team

Team invitations incorporate new members into your paid team license (even as open invitations). Therefore, inviting users into your team will incur additional per user costs according to your license type.

If you wish to invite users into your team, click on the 'Invite users' button in the top right corner of the Users or My Team page. Once the dialog box is open, you can send an invitation for:

• A team member (administrator or internal)
• An external partner (clients, customers, etc…)

Proceed to enter a preferred email address and assign the user with a team role. Click on 'Send invitation(s)'. The chosen role can be modified later in the 'My team' tab under 'Open invitations'.

Note: You can see the invitation message in the Invitation preview by hovering over it.

Right after, emails will be sent out to the invitees asking them to join the team. They will need to accept the invitation and create an account to become part of your team. 

Still having troubles inviting a user to your team? Click here for Team Invitation Troubleshooting or contact our support team.

Only team administrators can invite new users, unless specified otherwise. By the same token, only team administrators can invite other users as fellow admins. Learn more about team invitations in the Team Settings tab. 

Team administrators may choose whether outgoing team invitations require an admin's approval: 

• Only after administrators approval

Administrators will be asked to confirm when a new users is to join the license. Please note, an approval request will be first sent to team administrators. Once one of the administrators accepts it, the invitation will be automatically sent. Inviting a new user is billed according to your current plan.

• Internal users can invite new team members without the administrative approval

This setting means that admins in your team allow internal users to add new members without their approval. Every new user is billed according to your current plan even while they are in the pending status.

Internal users with the invitation rights can increase your license cost. Learn more in our Billing FAQs. 

How to Invite Users via My Contacts 

'My Contacts' list contains all of the users that you have previously worked with on a particular board or who have been @mentioned there. You can invite any non-team member from this list if you wish to do so. This option should be used only for those users who you would like to incorporate into your team on the paid basis:

1. Click on the 'My contacts' tab and search for your personal contacts.
2. Click on the dotted icon next to the user’s name, and click on 'Invite to my team'.
3. Once invited, an email will be automatically sent to that user asking them to join the team. Simultaneously, this user will added to the 'Open invitations' tab, there you can set their team role.
4. Invited users must first accept their invitations to join the team. 

Note: Team roles can be changed at any point after the invitation has been sent.  

Open Invitations Tab

All team invitations that were sent out but are not yet confirmed land in this tab. You can reinvite a user, revoke the invitation, or change their team role.

Once an invitation is sent by one of the administrators, this invitation already counts as an existing paid user in your team. If a user cannot find their invitation email, you can resend it by clicking on the reinvite function.

 

Changing the Role of a Specific User

You can easily change any user's team role in the 'My team' list. Push the drop-down menu and choose one of the available roles. You can also change it later as you see fit. 

You can assign any user as an administrator, an internal, or external user. Read more about user roles in the team. 

Removing a Contact

To remove someone from the "My contacts" list, click on the three-dot menu and select 'Remove from contacts'. 

Removing a User from Team

To remove someone from your team, click on the three-dot menu and select 'Remove from team'. 

You can then choose to delete or downgrade the user. You will be asked to type in your password to confirm the decision. Please note, only administrators can downgrade or delete user accounts.  

 

If you delete a user:

• All their private boards will be deleted!
• All the boards that have been shared before and accessed by other team members will have their ownership transferred to a different team member who must be an editor on these boards. If a board remained unshared with editors, it will be deleted permanently. 
• Any comments or annotations deleted users made on other people's boards will still remain as Name (Deleted User).
• User deletion is permanent and cannot be undone. 

When deleting a user, please make sure that you have access to the content that must be preserved. Be certain to safeguard important data by any necessary backup, be it additional editors on boards and board copies.  

 

If you downgrade a user:

• The user will be downgraded to a free non-commercial license and removed from your team.
• The user will retain ownership of any boards they have created and own.
• Downgraded users can still access any boards that are shared with them.
• All professional features will be disabled on their free account.  
• The user can then join another team or create their own team (by upgrading their free license).