Users page for Internal & External Users

 

Your Users page tab is located right above the Account in the left hand panel of your home or boards page. 

Icons and Tags explained

Both internal and external users will see the 'My contacts' list. 

However, only internal users can see the  "My team" list. The list additionally lets you see the user role and team department for all team members:

• Team role: All professional users will be categorized as either administrators, internal users, or external users. 

What is Internal & External User?

Internal users are members of your team who are part of your company. They will be able to see administrators, other internal users, and external users. They do not have the same rights as fellow administrators. 

External users are members of your team who are external to your company, such as:

• clients
• suppliers and vendors
• partners
• students

External users will only be able to see administrators and internal users in the 'My Contacts' tab. Since 'My Contacts' do not include team roles or company department fields, this information will not be available to external users. They will not able to see other external users unless they are working together on the same board or have been added to their contact list.

Note: The team option including internal or external users is only available for professional accounts.

My Contacts Tab

'My Contacts' tab for internal users

'My Contacts' tab for external users users

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.

Ways to Add Contacts manually

For Internal Users - 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

There are multiple ways to add contacts to your “My contacts” list:

·   Invitation to a board

·   Invitation to your team

·   Invitation to a project

These kinds of invitations add a contact automatically to your contact list and vice-versa.

In the Board

Internal and External users

Click on the user’s avatar in the board overview to get more information about them. Then click the button “Add to contacts” to add them to your contact list.

My Team Tab

Internal Users Only

When clicking on the Users page, you will find the ‘My team’ tab. On this page, you will see all users who are currently on your team and their respective roles. Your team members can have 3 different roles: 

1. Administrator: an administrator can make changes to the team account. They can also invite and remove users. They can see administrators, internal users, and external users in their contacts. 
2. Internal user: an internal user will be able to see administrators, external users, and other internal users in their contacts. 
3. External user: an external user will be able to see administrators and internal users, but they will not see other external users. 

You can view administrators, internal users, and external users separated by category.

Open Invitations Tab

Internal Users only

All invitations sent out but not yet confirmed will be located in this tab. 

Invite Users Dialog

Internal Users only

If you would like to invite new users to your team, internally or externally, click on the "Invite users" button at the top right corner of the Users page or Home page. Once the dialog box is open, you can invite a person as:

• an internal user (colleagues, company members etc)
• an external user (clients/customers, suppliers, partners etc.)

Once you have chosen one of the team roles, enter the email address and click on the 'send invitation(s)' button.

Note: Only team administrators can invite new users, unless specified otherwise. By the same token, only team administrators can invite other users as fellow admins. Team administrators may choose whether team invitations need one of the admin's approval or internal users can invite new team members without an admin's approval:

• Only after Admins approval

Administrators will be asked to confirm that new users can join the license. Please note, a request for adding an internal or external team member will first be sent to all administrators of your team. Once an administrator approves it, the invitation will be sent out. Inviting a new user is billed according to your current plan.

• Internal users can invite without Admin's approval

This means you team administrators have allowed internal users to add new users to the team without their additional approval. Inviting a new user is billed as per your current plan.

This means that internal users can increase the license costs. Learn more in our Billing FAQs. 

 

Removing a Contact

Internal and External users

To remove someone from your "My contacts" list, click on the three-dot menu at the right-hand side and click on the "Remove from contacts" button.