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    Users
    • 19 Sep 2023
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    Contents

    Users

    • Updated on 19 Sep 2023
    • 3 Minutes to read
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    Article Summary

    This article explains User Types and how to set up New Users and Deactivate Users.

    Users vs. Licenses

    Groundplan allows an unlimited amount of Administrator or Standard Users in an Account. Users have individual email addresses and passwords to log in and use a Groundplan Account. Licences relate to the number of Users able to login to Groundplan simultaneously.

    Creating separate User logins for those using a Grounplan Account allows an Administrator to monitor who made changes within Projects, control access and editing rights for Standard Users including removing the ability to access Billing within Groundplan.

    users-vs-licences.png

    User Types

    Users in Groundplan can be either an Administrator or a Standard User. Each User needs to have separate User Accounts (email account and password) if specific access is to be restricted.

    Sharing User Accounts also gives the same access rights

    E.g. An administrator letting a colleague use their log in details to Groundplan gives full access to the whole system.

    Actions / AccessAdministratorStandard User
    Create and Edit ProjectsYesYes
    Delete MeasurementsYesYes
    Delete StagesYesYes
    Exporting Plans and CSV filesYesYes
    Sharing other Users into the ProjectYesYes
    Edit, rename, or delete Project TemplatesYesOnly when created by Standard User
    Edit, rename, or delete Take-Off TemplatesYesOnly when created by Standard User
    Manage Project StatusesYes-
    Manage Project LabelsYes-
    Manage Take-Off LabelsYes-
    Adding and/or Deactivating Users
    Specifying User Types for each User    		Yes-
    Increase or Decrease LicencesYes-
    Access the Account Activity listYes-
    Manage Billing detailsYes-
    Cancel the SubscriptionYes-
    Manage IntegrationsYes-
    Change the Project OwnershipYes-

    Setting up New Users

    Only Administrators can invite and set up other Users in the Groundplan Account.

    1. Click My Account then click Setup
    2. Click Users
    3. Click +User

    users-new-users.png

    1. Enter the new User's name
    2. Enter a valid email address
      The same email address cannot be used on multiple Accounts
    3. If required click Administrator box, leaving unchecked will create a Standard User.
    4. Click Submit

    user-new-user-2.png

    A registration link will be emailed to the New User. Once the User clicks the registration link and creates a password, they will become "Active" and can log in and use the Groundplan Account, provided there is a free Licence.

    user-registration-link.png

    New Users will have a Blank Project screen upon entering Groundplan. Use Groundplan's Bulk Sharing feature to share any or all Existing Projects the New User needs to view. Consider setting up a Project Template to Share future Projects Automatically.

    If an email address is already used in another Account or has been used under a Trial Account, it cannot be added. If you wish to use the same email address, click Help > Send a Message so we can assist in Transferring the email address to an Existing Groundplan Account.

    Cancel or Re-send the Invitation

    Cancel or Re-send the invitation if needed by clicking the User Actions.

    Deactivating Users

    When Users leave an Organisation, it is common to Deactivate their email and password within the Groundplan Account.

    1. Click User Action and click Deactivate
      The Administrator must select a User to Transfer ownership of all Projects and Templates assigned
    2. Click Deactivate to confirm

    Deactivating User V2

    Account Activity

    The Account Activity page lists the notable activities in the Groundplan Account.

    users-account-activity-1.png

    Activities listed can include:

    users-account-activity 2.png

    Frequently Asked Questions

    Can I have three Users but only one Licence?

    Yes.

    You can have as many Users as you like. Having one Licence means only one User can use Groundplan at a time. The other two Users need to wait for the person using the Licence to log out or Take a Licence from an offline User by clicking the button in the image below.

    image43.png


    A New User has been added but cannot find their email. Why would this be?

    Things to check:
    1. Have the User check their email junk/spam folder
    2. Check the email address is correct
    3. Cancel, then re-send the invite again
    4. Go to Help > Send us a Message for assistance


    When setting up a new user Password, I am not getting the option to put in the actual Password, it keeps just going straight into Groundplan. How can I resolve this?

    You must Log Out of Groundplan completely first.

    Click My Account > Log Out
    users-faq-3.png

    Once logged out, head back to the Registration Link in your email and click that to set up a Password for the new User.



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