Admin User Management Overview

In the Admin portal, administrators, or admins, have a range of options to effectively manage users. 

When you access the Admin portal, you will find a tab for Internal Users and another tab for Clients in the left sidebar.

 

Internal User Management

Inside the Internal Users tab, you will see all Internal Users in your portal. 

Your Internal Users list is organized into six columns: 

  1. Name - This column shows the name of the Internal User.
  2. Job Title - The column displays the Job Title an Internal User has set.
  3. Admin - A check mark will appear if the Internal User is an Administrator. This would mean they have Admin user privileges enabled.
  4. Status - This column shows the status of the user - Active if the user has registered on your portal, Pending if the user is yet to accept their invitation or join, or Deactivated if the user’s account has been deactivated. 
  5. Assigned Users - This column displays the number of Clients assigned to the Internal User.
  6. Date Created - This column shows the date when the Internal User was added to your portal.

To the right of Date Created, you will also see an ‘Information’ icon. Hover over this icon to find out more information about the user’s activity, such as their Last Update, when they Joined, and when they were Last Active.



To search for a specific Internal User, use the top Search bar and enter the user’s name. You can also filter your Internal User list by status, using the top Status bar. 

 

Management Options

On the rightmost side of every internal user’s name, you will see an ellipsis ‘...’ icon. Click this icon to access a number of user management options.

 

Transfer Work

With Transfer Work, you have the power to seamlessly transfer an Internal User's work to another Internal User. This feature is particularly useful when a user departs from your organization, as it guarantees a smooth transition of accounts without any loss of valuable information.

To use Transfer Work:

  1. Select Transfer Work from the drop down menu under the ellipses ‘...’ icon. 
  2. Select the work you would like to transfer to another user - All, Flow Workspaces, Group Workspaces, Flow Templates, or Content Library Folders.
  3. Click Continue.
  4. Enter the name of the Internal User to whom you would like to transfer the work of this Internal User.
  5. Click Transfer to proceed, or click Cancel to cancel this transfer of work.


Edit Profile

To edit an Internal User’s profile:

  1. Click Edit Profile from the drop down menu under the ellipses ‘...’ icon. 
  2. A pop up will appear on the right side with the user’s profile details. 
  3. Select Update Picture to update the user’s profile picture or Remove Picture  to remove their current profile picture.
  4. Edit General Info about this Internal User, such as their Name, Job Title, and Phone number. 
  5. To enable or disable Admin access, switch the toggle next to Administrator to ‘On’ of ‘Off’.
  6. Change the Internal User’s account email from the Account Info section. 
  7. Click Save Changes to save any changes made.


Out of Office

To manage a specific Internal User’s Out of Office status:

  1. Click Out of Office from the drop down menu under the ellipses ‘...’ icon. 
  2. A pop up will appear on the right side. 
  3. Toggle Out of Office to ‘On’ or ‘Off’.
  4. If toggling ‘On’, enter a start and end date, and enter a message that will appear when people message the user. Additionally, designate a Backup User to give clients the option to connect with the Backup User for support while this user is Out of Office. 
  5. Click Save to proceed.


Reset Password

To reset an Internal User’s password:

  1. Click Reset Password from the drop down menu under the ellipses ‘...’ icon. 
  2. A pop up will appear confirming you are about to reset the user’s password. If you proceed, the user will receive a reset link with instructions to create a new password.
  3. Click Reset to proceed.


Deactivate User

Admins also have the ability to deactivate an Internal User's account. By deactivating the account, the user's access to the portal will be removed. However, it's important to note that if an account is deactivated, there is always the option to reactivate it, which will restore all associated data and access.


Delete Meetings

Admins can delete all of an Internal User’s meetings. To do this:

  1. Click Delete Meetings from the drop down menu under the ellipses ‘...’ icon. 
  2. A pop up will appear confirming you would like to delete all of this Internal User’s meetings. This means you will be removing the Internal User from any meetings they are a participant in, and also deleting all meetings that they are a host of.
  3. Click Delete to proceed.


Delete User

Admins can permanently delete an Internal User’s account from the Admin portal. If you delete a user’s account, you will not be able to recover this user after deletion. Additionally, all profile information will be deleted and meetings the user has scheduled will be canceled. Other activity will not be deleted, such as messages the user has previously sent in a workspace.


Import

Looking to add multiple internal users and simplify the process? To do this: 

  1. Click Import on the top right hand side of the Internal Users tab in the Admin portal. 
  2. A pop up will appear. Click Upload File to add your list of Internal Users. The file should be in .CSV format to import.
  3. Additionally, click View Import Activity to view the import history for the past 7 days. 


Export

To export all Internal User info:

  1. Click Export on the right side of the Internal Users tab in the Admin portal. 
  2. A pop up will appear with the list of which Reports are included in the export.
  3. Click Export to proceed, or Cancel.


Invite

Admin users can invite new internal users to join from inside the Admin portal. Simply click Invite in the Internal Users tab to begin inviting a new Internal User.

 

 

Client Management

Inside the Clients tab, you will see all Clients in your portal. 

Your Clients list is organized into five columns: 

  1. Name - This column shows the name of the Client.
  2. Status - This column displays the status of the Client - Active, Pending, or Deactivated. 
  3. Team - This column shows the Internal User who invited the Client.
  4. Date Created - This column displays the date the Client was added. 
  5. Last Active - This column shows when the Client was last active.



To the right of Last Active, you will also see an ‘Information’ icon. Hover over this icon to find out more information about the Client’s activity, such as when they Joined, and when their Last Update was.

To search for a specific Client, use the top Search bar and enter the Client’s name. You can also filter your Client list by Status, using the top Status bar. 

 

Management Options

On the rightmost side of every Client’s name, you will see an ellipsis ‘...’ icon. Click this icon to access a number of user management options. 


Edit Profile

To edit a Client’s profile:

  1. Click Edit Profile from the drop down menu under the ellipses ‘...’ icon. 
  2. A pop up will appear on the right side with the Client’s profile details. 
  3. Select Update Picture to update the Client’s profile picture or Remove Picture to remove their current profile picture.
  4. Edit General Info about this Client, such as their Name and Phone number. 
  5. Change the Client’s account email from the Account Info section. 
  6. Click Save Changes to save any changes made. 


Deactivate User

Admins can deactivate a Client’s account. This will remove the Client’s access to the portal. However, it's important to note that if an account is deactivated, there is always the option to reactivate it, which will restore all associated data and access.


Delete Meetings

Admins can delete all of a Client’s meetings. To do this:

  1. Click Delete Meetings from the drop down menu under the ellipses ‘...’ icon. 
  2. A pop up will appear confirming you would like to delete all of this Client’s meetings. This means you will be removing the Client from any meetings they are a participant in, and will delete all meetings the Client is a host of.
  3. Click Delete to proceed.


Delete User

Admins can permanently delete a Client’s account from the Admin portal. If you delete the Client’s account, you will not be able to recover this user after deletion. Additionally, all profile information will be deleted and meetings the user has scheduled will be canceled. Other activity will not be deleted, such as messages the user has previously sent in a workspace.


Export

To export all Client info:

  1. Click Export on the right side of the Clients tab in the Admin portal. 
  2. A pop up will appear with the list of which Reports are included in the export.
  3. Click Export to proceed.

 

Managing Administrators

Administrators, or Admin users, are a specific category of internal users who have special privileges to oversee user management within your portal. They also have the ability to customize branding options and manage your subscription plan. To grant or revoke admin access from users:

  1. Click on the Internal Users tab in the Admin portal.
  2. Navigate to the user you would like to enable or revoke admin access from. Then click on the ellipses ‘...’ icon on the right hand side of the user.



  3. Click Edit Profile from the drop down menu.
  4. To enable or disable Admin access, simply switch the toggle next to Administrator to 'On' or 'Off’.



Learn more about what’s inside the Admin portal.