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Creating and managing your team

Brett B
posted this on May 24, 2013, 4:33 PM

To access the Admin Console, you'll need to be the Admin or Team Admin of a Team or Enterprise account. Read this tutorial to learn how to create users and manage a team. 


 Create a Team

  1. If you have not started a team yet, visit our Pricing Page and start a Team trial, or visit your Subscription Level page, and select a team size for purchase.

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  2. Once you've started a Team trial or subscription, visit the Team page in your account and click "Create Team." After clicking, you'll see the Admin Dashboard.

    Admin_Dashboard.JPG

    Note: If you want to start working on a document, and set up the rest of your team later, just click "Documents." You can always navigate back to the Team page.

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Add Team Members

To add people to your team, you'll need to send emailed invitations, generate an invitation link they can click, or create the user accounts yourself. You can create accounts one by one, or upload them in batches. To start:

  1. Click the "Users" tile from the Admin Dashboard and take a quick look at the screen. Here is a quick summary of what you see:

    Admin-Users.JPG

    - Licenses used and available for both Lucid products at the bottom left

    - Your Team Name and an edit pencil in the left sidebar (more on that later)

    - Standard filters at the top left for the Product & User view in the center

    - A search field, gray Action button, red Pending Requests button, and gray (+ Users) button above name, email, and role fields in the center view

    - A right sidebar for displaying user information and relevant actions when a user is selected from the list
  2. Click the grayPlus_Users.JPGbutton on the top right, and you'll be taken to the "Add Users Manually" page. Enter a First Name and email address, and click the blue "Add to Team" button at the bottom left.

    If the user already has an account, we'll send an invitation to join your team to their email address. Otherwise, the user will be created immediately.

    The well at the bottom of the page shows you whether or not this user will be licensed, per your preferred license allocation settings. To change these for Lucidchart or Lucidpress, just click the light blue "Change Settings" hyperlink.

    Add_Users_Manually.JPG

    After clicking "Add to Team," you'll see the result of your manual addition to the team. We always create a Lucidpress account with your Lucidchart account, but we don't activate the 2nd account until the user attempts to log in to that product. (Ex. notice that only the Lucidchart account is licensed).

    Ad_Manually_Results.JPG

  3. If you have more people than you want to manually add, click on "CSV Upload" in the top left corner underneath the blue breadcrumb bar, and upload a CSV of user information. Most spreadsheet tools, such as Microsoft Excel, OpenOffice.org, and iWork, can save spreadsheets in CSV format. We'll show you an errors in the CSV before you try to upload it, but it's best to take a look at our format guide:

    Example_CSV.JPG

    Notes: If a password is not provided, a temporary password will be sent to the email address. If the user already has an account, an invitation to join your team will be emailed to them.

  4. If your business or educational organization uses Google Apps, you might also consider installing the Lucidchart or Lucidpress apps on your parent domain.

    Google_Apps_Marketplace.JPG

    This enables our tool in the Apps Launcher. Users can easily sign in from their Google Apps domain by clicking 'More’ and then 'Lucidchart'. This action creates a Lucidchart account that's linked to your Google email address, which you can always use to sign in.

Create Subgroups & Add users to a Subgroup

Groups are the best way to organize large teams. They're perfect for organizing members of schools, departments, classes, or projects into circles of contacts. Groups allow you to easily share documents and folders with a specific group of people.  To add a group:

  1. Navigate back to the Users page.

  2. If you have not already created a subgroup, click the edit pencil next to your team name and select "Create Subgroup."

    Create_Subgroup_minimal.JPG

  3. If you have already created a subgroup, click on a user you just added to the team so it turns bright blue, then click the gray "Actions" button and select the "Edit Groups" option from the drop-down menu.

    User_Actions.JPG

  4. You'll see and "Edit Groups" dialogue with a list of groups available and a list of groups the user is currently in. Just click the + sign to add a user to a group, or an X to remove the selected user(s) from a group. Click "Confirm" to save your changes. You can now share files and folders with that group from the Documents page or inside the editor.


    Edit_Groups_-_in_group_-_1_user_selected.JPG

    Note: In future weeks, you will be able to create groups from this menu option, rather than navigating to the Team edit options. We're also fixing a few oversights in how + and X symbols appear for select combinations.

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 Assign Licenses, Roles, and Edit Profile Details

Back on the Users page, there are several more things you can do. Use the gray Actions.JPGbutton to

edit the user profile,

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grant or revoke a license,

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assign a role,

Edit_Roles.JPG
and add or remove the user to/from a group.

Edit_Groups.JPG

 

Add More Licenses

You can add more licenses by clicking on the blue hyperlinks next to the licenses monitor in the left sidebar,

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or by clicking the pink and orange "Get More Licenses" buttons when editing a User's profile.

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You'll see the Team Pricing page. Just confirm a team size to upgrade or downgrade to, and click through the flow. We prorate any changes in subscription, even if you are downgrading, so you will be invoiced for a shortened service period, minus any credit you have on your account.

Feel free to email sales@lucidchart.com if you have questions or don't see a plan you want. We're flexible and happy to work with you to find the best arrangement for you.

 


The most commonly used actions come first, followed by information about the user's account and groups. See below for a quick summary of each option:

  • Edit User Information: Prompts a window to change the name, username, email, and password of a user connected to the team.

  • Promote Team Admin: Allows a user to manage the team like an admin, but does not allow payment handling or viewing of payment history. Please contact us if you'd like to change the admin for payment reasons.

  • Promote Billing Admin: Allows a user to update the billing information on the account, manage the subscription, and download invoices via Payment History. However, this user does not have permission to manage team members.

  • Remove From Team: If a team is over-subscribed, users past the team limit will be listed under the 'Revoked Licenses' section. The admin can remove users from the team, or simply revoke and grant licenses.

  • Remove From Group: Removes a user from a group and denies access to any file or folder shared with that group.

  • Delete User Account: Removes a user from Lucidchart and deletes the user's account. If you delete a user from your Team account, you will be given the option to assume ownership of their files. See Deleting user accounts and transferring files for more information.

  • Revoke License: Revokes access to premium features of the Team account. Any documents, folders, images, and custom shape libraries shared with the team will no longer be shared with the selected user. See Granting and Revoking Licenses for more information.

  • Grant License: Gives a user access to the premium features of your Team account. See Granting and Revoking Licenses for more information.

 

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Granting and Revoking Licenses

Now you can add both licensed and unlicensed (i.e. paid and free) users to your Team account. If you exceed your license limit, new users will automatically be added to your team as unlicensed users. Note: To grant or revoke a license, the user must already be listed on your team. See Invite/create team members for more information.

Licensed Users: Licensed users will display in the top section of the Team Management page on your account. These users are full members of your team with unlimited access to Lucidchart's features.

To grant a license to a user listed in the bottom section of your Team Management page, follow these steps:

  1. Click on the icon of the desired user.

  2. Under the actions panel on the right, click 'Grant License'.

 


 

Unlicensed Users: Unlicensed users will display in the bottom section of the Team Management page. These users are still on your team but have the limitations of a Free account. For example, these users are unable to edit documents with more than 60 objects or access certain shape libraries, including mind mapping, iOS mockups, website/UI mockups, and Android mockups.

To revoke a license from a user who is already on your team, follow these steps:

  1. Click on the icon of the desired user.

  2. Under the actions panel on the right, click 'Revoke License'.

Updating license settings: By default, users you invite to join your team will be granted licenses. To change this setting:

  1. Click on the 'Manage Team Settings' button on the right side of the Team page.

  2. Under 'Licensing,' uncheck the box labeled 'Automatically give licenses when users join the team.' Unchecking this box means that new users joining your team will be added as unlicensed users. Unlicensed users have access only to the basic shape library and are also limited to placing less than 60 objects per page. Licensed users, however, have access to our 24+ custom shape libraries, including iOS and Android wire-framing objects.

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Team settings

From the Team settings page, you have the option to set sharing permissions for your team, manage whether or not a user automatically receives a license when they join the team, and set the password requirements.

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Google Apps management page

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From the Team page, the right side panel lists several options for integrating with other platforms. If you've integrated with your Google Apps domain, click 'Manage Google Apps' to view further options.

  • Invitations: You can send invitations to any users on your domain who do or do not have Lucidchart accounts. When you send an invitation to join your team, they will receive an email allowing them to create an account or to accept the invitation with their current Lucidchart account. You can also see the status of your invitation and send reminders.

  • Settings: The 'Automatically add new users to the team' option is automatically selected, but you can simply uncheck this box to make sure that users who register from your domain aren't added to your Team Account automatically. When this setting is unchecked, you will have to manually invite them instead. When users are not automatically granted licenses, either because of an exceeded license limit or a setting you can change on the Team settings page, you can choose to receive emails by checking or unchecking the 'Receive email notifications' option.

  • Google Drive Backups: You can set requirements for backups--none, daily, or weekly--for your team members. This will allow a backup file to automatically be download to their account if you so choose.

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 Last Updated: 11/24/2014

 

 
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