Managing Users and Roles with Self Service License Management

Creating users and adding them to Teams allows you to manage who can access your Ingage Content. You can also assign different roles that restrict or grant users access to Ingage functionalities within your Company.

Contents

Understanding the Dashboard
Creating Users
Adding Users in Bulk
Paying For Additional Licenses
Managing Team Memberships
Editing Users
Deleting Users

User Management Dashboard

To access the User Management Dashboard

1. From the Teams Console, click Manage in left side bar
2. Click Users within the manage menu

At the top of the screen are four widgets

Total Licenses is the number of user licenses purchased in your current Ingage contract

In Use displays how many users have been added to your account

Pending Invites shows how many users have not yet activated their account, click Resend Invites to send an email to your Pending users prompting them to set up their account

Available indicates the number of user licenses not yet in use

Creating Users

To create a new user:

1. From the Teams Console, click Manage in left side bar
2. Click Users within the manage menu
3. Click Add Users button in the upper right corner of the page
4. Specify user details, including:
   • Their email address
   • Their Company Role, more information on Roles for Companies and Teams
5. Click Add to List button to the left of the user Role
6. Repeat steps 5 - 6 for additional users
7. If you add more users than are currently in your account agreement, the info modal on the right side of the pop up will include the following details
   1. Additional Users will show the number of additional licenses needed to accommodate the users you're adding
   2. Cost Per User indicates the cost per month user found in your Ingage account contract
   3. Remaining in Contract lists the months remaining in your current contract, as the new user will be prorated through the end of your contract
   4. Amount Due will show the amount due to add the license(s) needed to accommodate the users you're adding through the end of your contract
8. If more licenses are being purchased, check the box in the lower right corner confirming that the purchase can be completed
9. Click Add Users button in the lower right corner of the pop up

Once you’ve finished these steps, we will send an email from confirmation@ingage.io prompting the new user to activate their account by completing the user information form. Here they will fill in their full name, create a password and they will be prompted to download Ingage to their device. After the user sets up their password, their status in the Teams Console will officially change from Pending to Active, and the Name fields will be populated.

Adding Users in Bulk

To add users to your company in bulk:

1. Create a .CSV file with first name, last name, email address, and team name as the four columns: CSV Template

2. Access Teams by clicking Manage in the left side bar of the Ingage App

3. Click the > arrow next to Manage to expand the menu

4. Click Users
5. In the upper right corner click Import CSV
6. Click on Choose File to select the CSV file from your computer and select what Role you'd like to give these users

7. Click Import

8. If you add more users than are currently in your account agreement, a notice including the following details will populate

   1. Additional Users will show the number of additional licenses needed to accommodate the users you're adding
   2. Cost Per User indicates the cost per month user found in your Ingage account contract
   3. Remaining in Contract lists the months remaining in your current contract, as the new user will be prorated through the end of your contract
   4. Amount Due will show the amount due to add the license(s) needed to accommodate the users you're adding through the end of your contract
9. If more licenses are being purchased, check the box at the bottom confirming that the purchase can be completed
10. Click Purchase & Complete Import

The Ingage Cloud will then read your CSV file and add users to the appropriate Teams. If the Team doesn’t exist, it will automatically create it for you

Paying for Additional Licenses

Once you've approved additional licenses on your account, the users will be added right away

Shortly after your users are added, the billing contact at your company will receive a mid-term amendment to your Ingage contract with instructions for completing payment

Managing Team Memberships

Teams operate like folders, allowing you to organize your Ingage content by topic or use case. Add your Users to specific Teams to control their access so they see what they need, not what they don't.

To add or remove a User on a Team or Teams:

1. From the Teams Console, click Manage in left side bar
2. Click Users within the manage menu
3. Locate the User you'd like to make changes to
4. Click the arrow button to the right of the User
5. Click the Manage Teams button in the lower right of the screen
6. Use the check boxes on the left to select which Teams this User should have access to
7. Use the drop down menu(s) on the right to select the User's Team Role, more information on Roles for Companies and Teams
8. Click the Save button in the lower right of the pop up
9. Click the Confirm & Save button in the final pop up to complete the changes

Editing Users

To edit a User:

1. From the Teams Console, click Manage in left side bar
2. Click Users within the manage menu
3. Locate the User you'd like to make changes to
4. Click the arrow button to the right of the User
5. Click the green Edit button
6. Make any desired changes
7. Click the Save Changes button

Deleting Users

To delete a User:

1. From the Teams Console, click Manage in left side bar
2. Click Users within the manage menu
3. Locate the User you'd like to delete
4. Click the arrow button to the right of the User
5. Click the red Remove button
6. Click the Remove User button