Basics: Conceptboard Team-License
This guide helps potential team administrators create, setup, pay for and organize their Conceptboard teams and licenses.
This guide is geared to team admins with Premium/Business licenses in our Public SaaS. The Enterprise onboarding process may differ in certain aspects. Please contact your account manager for further information.
Conceptboard is a team-based application, which means each user has their own account, but they all work under one roof - their 'team', meaning the company or institution.
Any organization or company ideally has only one main team. It is possible to divide this team into subgroups, e.g. based on different departments by using projects (Step 4: Organize Your Team) - this way, everyone has their own separate space to work within.
Furthermore, Conceptboard is based on a named-seat licensing model. It means that team admins purchase a certain number of seats for the team, which are then allocated internally. If a user no longer needs their license, they can be removed from the team and their vacated seat can be assigned to a different user.
Every user within the team has the possibility to create boards outside of projects, but these are always private by default. No one can view these boards unless they are given access by the board creator (board owner). Even team admins cannot view them.
Hint: Team Administration is done exclusively by the customer. Conceptboard employees do not have access to the customer's content/boards or license management right to invite or remove users from the team (Step 3: License Management).
Step 1: Account Creation & Upgrade To Pro-License
For more detailed information, please read:
1. Go to our website and register an admin account.
2. If you already have a free account, click on the 'Upgrade'-button located at the top of your overview page to establish a team license and start a 30-day trial phase. Professional licenses are called Premium licenses.
3. You can add an additional contact email directly in the dialogue field or wait until after to add it. You can leave the second field blank for now.
|
Attention: A team can be administered by a different person or multiple admins if needed. 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. |
Step 2: Procurement & Payment
Business & Enterprise Licenses
You can find more information about business licenses & enterprise solutions on our website.
For both license types, please contact our sales team to learn more about available offers.
Please reach out to support@conceptboard.com
Premium licenses
The payment process is handled through the plan & payment tab in your profile.
Generally, our invoice creation and payment are automatically processed. Currently, we only offer credit card payments.
Any changes to the provided payment information and payment method apply to the next billing period. Until then, you can change your payment information and choose a different payment method freely.
To do this, please go to the Plan & Payment tab in your profile settings.
When selecting a payment method, the amount of 0 euros will be displayed by default, because no direct payments have been made yet. In the next window, you will be asked to confirm the amount and the selected billing method via Adyen.
- Flexible billing takes place at the end of the current billing period and only the maximum amount of users is billed (f.ex. each month). It is thus recommended to invite users at the beginning of a new billing period.
- With the fixed billing option, user limit is set in advance, and following invoices are created and billed within the first 3 days of the billing period.
- You can view all your invoices, as soon as they have been created, in the Invoices tab in your profile.
- If needed, you can enter additional information that should appear on the invoice (e.g. company name). Once this is done, the next invoice will be issued accordingly. In addition, you can specify an email address that receives all the invoices.
For further information, check out our Billing FAQ's.
Step 3: License Management
License management is done on the customer's end. Conceptboard employees do not have access to customer data or team boards, nor can Conceptboard agents invite or remove users from a CB team.
Invite users to the team
You can invite up to 200 users per day. The required action is as simple as to submit their listed emails in the .CSV format (comma separated values) in the 'User' overview.
Users can join the team either as admins, internal users or external users. All users are billed right at the moment of their invitation. Those of the invited who are yet to accept their invitation links are designated as 'pending'. For more information read here.
It does not matter whether the invitees have a Conceptboard account or not:
- If they don't, they are asked to create an account.
- If they already have a free account they can join the team and their license will automatically upgrade to the team's professional license.
- If they are already in a different professional team, they have to downgrade their account first.
- E-Mails can be changed at any time in the profile settings.
Hint: If you have problems to invite members to your team, check out our team invitation troubleshooting article.
Step 4: Organize Your Team
Identify specialised groups or tasks within the company via projects
Team users can be divided into subgroups via projects. There are two main approaches to this:
1) Person-based
You can create dedicated projects for all company departments and invite corresponding users into them. Every department can thus have their own shared space to work in. These projects can bear such department names as HR Department, Sales Department etc.
Different access options and access roles can be set for each individual board user. Alternatively, you can also create project folders and invite each head of the department as project editors. They can later invite their corresponding colleagues. If you can either leave the project folder afterwards or delegate folder creation to the individual groups within the company.
2) Task-based
You can customize your project folders based on specific tasks or ongoing work. An fit example would be a client-base folder system, or you could as well make it product-dependent - it is really up to you!
At first it might be useful to create one project folder that ALL members of the team have access to. This might contain your own guidelines on how to use Conceptboard (for your team's users), how to structure the sub-teams/groups/departments or store company-specific boards as "templates" for anyone to duplicate and use.
Step 5: Customize Your Team
Team Settings
Multiple customizations are available for your team. For example you can:
- Change the team name (visible in email alerts, on board invitation pages)
- Change team invitations (changing who can add paid seats)
- Change the default board access role and access mode (for new team boards)
- Add a board help menu link (visible on all team boards under the Help menu)
- Change the header and button colors (pick a color or enter a hex code value)
- Add a company logo (visible to team users on logged in app pages)
- Add a welcome banner (visible to guests and users on board welcome pages)
- Turn off Zendesk, Aspose, or Web Conferencing for the whole team (if required for GDPR privacy requirements)
- Activate/deactivate team templates, web image import and on-board chatroom
- Set up a privacy policy link to inform team members and guests about the company’s data privacy policy to access Conceptboard
For more detailed information, please read here.
Step 6: Offboarding users
An large part of the admin role involves adding/inviting into your team. However, license management may also include removing users from the team and redistributing licenses. We recommend that you properly prepare other team members for offboarding. Please make sure that all the crucial data and boards are secured before any account account is removed.
Please read our comprehensive guide to offboarding here: How to Offboard Users from Your Team