How do I manage users within an organization?
Organization allows you to easily and smoothly manage large sets of users with different channels within an organization. You can assign different roles to users within one or more channels on the fly. You can easily add or remove one or more users from one or more channels within your organization, as well as send reminders to inactive (invited but not yet logged in) users. You can do all of this straightforwardly from one dashboard without having to switch channels to do it.
Isn't that delightful? And all thanks to our new organization.
Follow the notes below to understand how our organization works.
Invite new users to channels within your organization.
The process to invite new users to channels within your organization is very similar to adding users to a channel. Simple:
go to the Users tab:
click on "ADD USERS":
enter the email of the user you want to invite:
Note: if you want to invite multiple users at once, click on "Add another reader" or on "Multiple Reader invite" to invite multiple users at once from one .xls or .csv file.
_
Now select the role (Reader, Editor or Admin) that should be assigned to the user you want to invite: What is the difference between Admin, Curator/Editor and Reader?
Now select the channels you want to add the user to. By default, all channels are selected. You can easily invert the default by unchecking the checkbox. Then you can assign individual channels to the user:
now click on "ADD READER" (if you invite the user as editor or admin, an "ADD EDITOR" or "ADD ADMIN" button will appear accordingly.
Note: If you invite a user as a reader, you also have the option to click "Generate Code". This will not send the user a standard invitation email, but you have the option to send an individual invitation email with a generated password, which can be used in combination with the user's email address as login data. If you want to learn more about this great feature, see here: How to invite readers with a personalized email_
After you have successfully invited one or more users to one or more channels, you will receive a confirmation with a summary of the invitation(s). If the invited user(s) are already registered in one of the channels, we will inform you about it and add them to the other channels.
Invite users who are already part of your organization to other channels:
There are two different ways to invite already existing users to other channels of your organization.
The first way works analogously to ''Invite new users to a channel within your organization''.
The second way is even easier. Just follow these steps:
go to the "Users" tab:
go to "Search Users" and search for the name or email address of the user you want to invite. You can also manually search for the user in the list.
Note: If the user is not active yet, you can find him/her in the "Inactive" tab _.
Click on the small arrow on the right side of the line:
Once you have clicked on the arrow, a dropdown window will open showing a list of all the channels in your organization. Here you can easily see which role in which channel of your organization the user already has
Now to add an existing user to a new channel, click on "add to channel" on the right side of the line with the desired channel:
Once you have clicked on "add to channel", the user is added to the channel. You will receive a short confirmation with the most important information:
Once you click "OK", the user is removed from the channel and can no longer read it.
Note: If the user is the only admin of a channel, the user cannot be removed.
Deleting a user from the organization:
To remove a user from your organization, you can either remove the user from all channels individually (see "**Deleting a user from a specific channel in your organization "**) or simply follow the steps below.
go to the "Users" tab
use the search function to find the user you want to remove or search for it manually in the list.
Note: _If the user is not active yet, you can find it in the "Inactive" tab.
_3. As soon as you are with the cursor over the name of the user, a small "x" appears at the right edge of the line. Just click on the "x".
you will now be asked to confirm the deletion of the user. Click "OK" to remove the user from the organization. If you do not want to delete the user after all, simply click "Cancel".
Once you click "Ok", the user is removed from the organization and will no longer appear in the list of users in your channel or organization.
_Note: If the user is the only admin of a channel, the user cannot be removed. Once a user is removed from an organization, the process cannot be undone. The user must be invited again. For this, see also: Invite new users to channels within your organization.
_
Change a user role:
go to the "Users" tab
Use the search function to find the user you want to remove or search for it manually in the list.
Note: _If the user is not active yet, you can find it in the "Inactive" tab.
_3. When you have found the user, click on the arrow on the right side of the line.
Once you click on the arrow, a dropdown opens with a list of all the channels in your organization. Here you can also see which role the user already has in which channel.
You can now select the user's role in the corresponding channel line. Depending on what role the user currently has, you can choose between "make Editor", "make Admin" and "make Reader". (Example: if a user is "Reader", you will see the buttons "make Editor" and "make Admin".
Once you select and click on a role, the status of the user for that channel will change in the "ROLE" column.
Send a reminder to inactive users (users who have been invited, certainly have never logged in).
go to the "Users" tab
now go to the "Inactive" tab. Here you will find a list of all inactive users in your organization (all users who have not yet logged in).
search for the user you want to send a reminder to using the search function or manually.
To send a reminder now, simply click on the bell icon on the right edge of the line of the respective user. Provided the user was previously invited as a reader, you have two options: You can either create a generated password for the user and send it to the user via individual email, or send a standard invitation from tchop.
once you have clicked on send reminder, you still need to confirm it. Just click "OK" in the corresponding message. If you don't want to send the reminder after all, just click Cancel.
Note: if you want to send a reminder to a user who is registered as a reader and you send a generated password, the previously generated password will become invalid.
Isn't that delightful? And all thanks to our new organization.
Follow the notes below to understand how our organization works.
Invite new users to channels within your organization.
The process to invite new users to channels within your organization is very similar to adding users to a channel. Simple:
go to the Users tab:
click on "ADD USERS":
enter the email of the user you want to invite:
Note: if you want to invite multiple users at once, click on "Add another reader" or on "Multiple Reader invite" to invite multiple users at once from one .xls or .csv file.
_
Now select the role (Reader, Editor or Admin) that should be assigned to the user you want to invite: What is the difference between Admin, Curator/Editor and Reader?
Now select the channels you want to add the user to. By default, all channels are selected. You can easily invert the default by unchecking the checkbox. Then you can assign individual channels to the user:
now click on "ADD READER" (if you invite the user as editor or admin, an "ADD EDITOR" or "ADD ADMIN" button will appear accordingly.
Note: If you invite a user as a reader, you also have the option to click "Generate Code". This will not send the user a standard invitation email, but you have the option to send an individual invitation email with a generated password, which can be used in combination with the user's email address as login data. If you want to learn more about this great feature, see here: How to invite readers with a personalized email_
After you have successfully invited one or more users to one or more channels, you will receive a confirmation with a summary of the invitation(s). If the invited user(s) are already registered in one of the channels, we will inform you about it and add them to the other channels.
Invite users who are already part of your organization to other channels:
There are two different ways to invite already existing users to other channels of your organization.
The first way works analogously to ''Invite new users to a channel within your organization''.
The second way is even easier. Just follow these steps:
go to the "Users" tab:
go to "Search Users" and search for the name or email address of the user you want to invite. You can also manually search for the user in the list.
Note: If the user is not active yet, you can find him/her in the "Inactive" tab _.
Click on the small arrow on the right side of the line:
Once you have clicked on the arrow, a dropdown window will open showing a list of all the channels in your organization. Here you can easily see which role in which channel of your organization the user already has
Now to add an existing user to a new channel, click on "add to channel" on the right side of the line with the desired channel:
Once you have clicked on "add to channel", the user is added to the channel. You will receive a short confirmation with the most important information:
Once you click "OK", the user is removed from the channel and can no longer read it.
Note: If the user is the only admin of a channel, the user cannot be removed.
Deleting a user from the organization:
To remove a user from your organization, you can either remove the user from all channels individually (see "**Deleting a user from a specific channel in your organization "**) or simply follow the steps below.
go to the "Users" tab
use the search function to find the user you want to remove or search for it manually in the list.
Note: _If the user is not active yet, you can find it in the "Inactive" tab.
_3. As soon as you are with the cursor over the name of the user, a small "x" appears at the right edge of the line. Just click on the "x".
you will now be asked to confirm the deletion of the user. Click "OK" to remove the user from the organization. If you do not want to delete the user after all, simply click "Cancel".
Once you click "Ok", the user is removed from the organization and will no longer appear in the list of users in your channel or organization.
_Note: If the user is the only admin of a channel, the user cannot be removed. Once a user is removed from an organization, the process cannot be undone. The user must be invited again. For this, see also: Invite new users to channels within your organization.
_
Change a user role:
go to the "Users" tab
Use the search function to find the user you want to remove or search for it manually in the list.
Note: _If the user is not active yet, you can find it in the "Inactive" tab.
_3. When you have found the user, click on the arrow on the right side of the line.
Once you click on the arrow, a dropdown opens with a list of all the channels in your organization. Here you can also see which role the user already has in which channel.
You can now select the user's role in the corresponding channel line. Depending on what role the user currently has, you can choose between "make Editor", "make Admin" and "make Reader". (Example: if a user is "Reader", you will see the buttons "make Editor" and "make Admin".
Once you select and click on a role, the status of the user for that channel will change in the "ROLE" column.
Send a reminder to inactive users (users who have been invited, certainly have never logged in).
go to the "Users" tab
now go to the "Inactive" tab. Here you will find a list of all inactive users in your organization (all users who have not yet logged in).
search for the user you want to send a reminder to using the search function or manually.
To send a reminder now, simply click on the bell icon on the right edge of the line of the respective user. Provided the user was previously invited as a reader, you have two options: You can either create a generated password for the user and send it to the user via individual email, or send a standard invitation from tchop.
once you have clicked on send reminder, you still need to confirm it. Just click "OK" in the corresponding message. If you don't want to send the reminder after all, just click Cancel.
Note: if you want to send a reminder to a user who is registered as a reader and you send a generated password, the previously generated password will become invalid.
Updated on: 20/10/2023
Thank you!