- 31 Jan 2024
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Users
- Updated on 31 Jan 2024
- 4 Minutes to read
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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.
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.
E.g. An administrator letting a colleague use their log in details to Groundplan gives full access to the whole system.
Actions / Access | Administrator | Standard User |
---|---|---|
Create and Edit Projects | Yes | Yes |
Delete Measurements | Yes | Yes |
Delete Stages | Yes | Yes |
Exporting Plans and CSV files | Yes | Yes |
Sharing other Users into the Project | Yes | Yes |
Edit, rename, or delete Project Templates | Yes | Only when created by Standard User |
Edit, rename, or delete Take-Off Templates | Yes | Only when created by Standard User |
Manage Project Statuses | Yes | - |
Manage Project Labels | Yes | - |
Manage Take-Off Labels | Yes | - |
Adding and/or Deactivating Users Specifying User Types for each User | Yes | - |
Increase or Decrease Licences | Yes | - |
Access the Account Activity list | Yes | - |
Manage Billing details | Yes | - |
Cancel the Subscription | Yes | - |
Manage Integrations | Yes | - |
Change the Project Ownership | Yes | - |
Setting up New Users
Only Administrators can invite and set up other Users in the Groundplan Account.
- Click My Account then click Setup
- Click Users
- Click +User
- Enter the new User's name
- Enter a valid email address
The same email address cannot be used on multiple Accounts - If required click Administrator box, leaving unchecked will create a Standard User
- Click Submit
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.
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.
- Click User Action and click Deactivate
The Administrator must select a User to Transfer ownership of all Projects and Templates assigned - Click Deactivate to confirm
Account Activity
The Account Activity page lists the notable activities in the Groundplan Account.
Activities listed can include:
- Inviting New Users
- Activating or Registering the New User/s
- Deactivation of Users
- Transfering Projects and Templates from Deactivated Users to another User
- Upgrading / Downgrading Licences
- Cancelling the Subscription
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.
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
Once logged out, head back to the Registration Link in your email and click that to set up a Password for the new User.
Can I have more than one Administrator on the Account?
Absolutely. There are no restrictions regarding the amount of Adminstrators allowed on an account. Ensure you understand what an Administrator has access to by clicking here.
Can I change the a User from Standard to Administrator or from Administrator to Standard User?
Yes.
To change the Type of User for a Profile:
- Click My Account
- Click Users
- Click Actions at the end of the User's name then select Profile
- Tick/Untick the Administrator box on the next screen
Untick if the User is to return to a Standard Access, or tick to increase to an Administrator - Click Submit
That will give the User immediate access as an Administrator or remove access to Administrator areas if moving to a Standard User.