Articulate 360 Teams: Managing Users, Groups, and Admins

 

You’re going to love how easy it is to manage your team! Just add users and organize them into groups, such as departments or locations. Then assign admins to manage each group or the whole team. Here’s how.

• Accessing Your Account Management Console
• Understanding User Roles
• Searching for Users and Groups
• Sorting Users and Admins
• Managing Users
• Managing Groups
• Managing Admins

Accessing Your Account Management Console

Manage your team right in your web browser. Go to https://id.articulate.com/redirect/account and sign in with your Articulate ID email address and password. Then click Manage Team on the left side of the screen. (The account owner and admins see the Manage Team tab; only the account owner sees the Billing tab.)

Account admins can manage user seats and other admins, as shown in the image above. Group admins can only manage the groups of user seats they’re responsible for; they can’t manage other admins. See the following section to learn more about users, group admins, account admins, and the account owner.

Understanding User Roles

There are four types of users in an Articulate 360 Teams account.

 

Looking for Reach 360 users? Here's how to manage Reach 360 admins, managers, reporters, and learners. Learn more about roles and permissions in Articulate 360 Teams and Reach 360.

Searching for Users and Groups

Easily find users and groups by typing a name or email address in the search field at the top of the Seats tab. Search results appear dynamically as you type. Click a search result to manage that user or group.

Search Tips:

• You can search for a user’s first or last name, their email address, or a group name.
• A maximum of five team members and five groups appear in the search results.
• Group admins see only the users and groups that are assigned to them.
• To clear your search results or return to your entire user/group list, simply delete your search term.

Sorting Users and Admins

Another way to find team members is to change the sort order of the team management console. On the Seats tab, click the column headers to sort users by name or status. On the Admins tab, you can sort by name, status, or group. The default sort order is by status from the oldest to the newest team member.

Managing Users

Users are the team members who use the Articulate 360 apps to create e-learning courses. Here’s how to add and remove users.

Add Users

First, sign in to https://id.articulate.com/redirect/account and click Manage Team on the left side of the screen. If you’re an account admin, make sure the Seats tab is selected below your team name. If you’re a group admin, you’ll see the groups you’re responsible for.

 

Next, click an open seat, enter the new user’s email address, and click Invite.

The user’s status will be an envelope icon until they accept your invitation, at which time the status becomes a green circle with a checkmark.

If the new user doesn’t accept your invitation right away and you want to remind them to join your team, you can resend the invitation. Hover over the user and click Resend.

If a seat invitation email bounces back, the user’s status becomes a yellow triangle with an exclamation point. Hover over the user and click Resend.

If the seat invitation email bounces back after three attempts, the user’s status becomes a red circle with an X. Hover over the user and click the X, then verify the email and send a new invitation.

New users receive an email invitation with instructions to create an account. You’ll want to show them how to install the Articulate 360 apps and manage their profile. Here’s some helpful information you can share with them:

• Watch this video overview of all the Articulate 360 apps and resources.
• Install the Articulate 360 desktop app.
• Install the desktop-authoring apps, such as Storyline 360 and Studio 360.
• Learn how to use the web apps, such as Rise and Articulate Review.
• Manage your profile and account.
• Get answers to common questions in these Articulate 360 FAQs.

  

 

Bulk Import Users

The account owner and account admins can import multiple users all at once rather than adding them one by one. List the users’ email addresses in a CSV file, then upload it to your account by clicking Upload a CSV on the seat management screen. See this article for details.

Download Seatholder Info

The account owner, account admins, and group admins can export a CSV file with seat info about your team members. This makes it easy to review who has access to Articulate 360, see when they last signed in, and email everyone all at once. Simply click Download a CSV, as shown below. Learn more.

Remove Users and Manage Their Content

To remove a user from your team, hover over the user you want to remove and click the X that appears.

Complete the process by selecting a team member as the new owner of the user's shared content and choosing whether or not to include personal content. Learn more about managing content when users leave your team.

If the user is also an admin, keep or remove their admin access when prompted.

Managing Groups

Organize your users in groups, such as departments or locations, so you can delegate management tasks to group admins. In the following sections, you’ll learn how to create, edit, and delete groups.

 

Create New Groups

The account owner and account admins can create groups.

1. Sign in to https://id.articulate.com/redirect/account and click Manage Team on the left side of the screen. Make sure the Seats tab is selected below your team name.
2. Click the New Group button on the right side of the screen.
3. Enter a name for the new group.
4. You’ll see how many empty seats are available. Choose how many of those seats you want to assign to the new group. (Empty seats come from the “No Group” section at the top of the seat management screen.)
   
   Tip: If you’d like, you can create a group with zero seats, and then move users or empty seats from existing groups to the new group.
5. Click Save.

You can create as many groups as you want as long as each group has a unique name.

Rename Groups

The account owner and account admins can rename groups. Hover over the group you want to edit and click the pencil icon that appears. Enter the new name and click Save.

Add More Seats to Groups

The account owner and account admins can add more seats to groups. Hover over the group you want to edit and click the option to Add seats.

You’ll see how many empty seats are available. Choose how many of those seats you want to assign to the group, then click Save. (Tip: Empty seats come from the “No Group” section at the top of the seat management screen. However, you can also move empty seats between groups.)

Add Users to Groups

The account owner, account admins, and group admins can add users to groups. Click an open seat, enter the new user’s email address, and click Invite. Learn more about inviting users to your team.

Move Seats Between Groups

The account owner and account admins can move seats to any group. Group admins can move seats between groups they’re responsible for managing.

Hover over the user or empty seat that you want to move, click Move to group, and select a group from the list that appears.

Remove Users from the Team

The account owner, account admins, and group admins can remove users from the team. Hover over the user, click the X that appears, and then click Remove. Learn more about what happens when you remove a user from the team.

Remove Seats from Groups

The account owner and account admins can remove seats from groups and return them to the “No Group” section at the top of the seat management screen.

Hover over the user or empty seat that you want to move, click Move to group, and select No Group from the list that appears.

Tip: Group admins can’t remove seats from groups, but they can move seats between the groups they’re responsible for managing. They can also remove users from the team.

Delete Groups

The account owner and account admins can delete groups. Hover over the group you want to remove and click the garbage bin icon that appears. Click Delete on the confirmation screen.

All users and empty seats that were in the group get moved to “No Group” at the top of the seat management screen.

Managing Admins

There are two types of Articulate 360 admins:

• Account admins manage all users, groups, and admins for the whole team.
• Group admins manage users in the groups they’re responsible for. They can’t see or manage other groups or admins.

And because admins don’t consume user seats (by default), you can have as many admins as you’d like. The following sections explain how to add, edit, and remove admins.

 

Add Admins

1. Sign in to https://id.articulate.com/redirect/account and click Manage Team on the left side of the screen.
2. Click the Admins tab below the team name.
3. Click the last row, enter the new admin’s email address, and click Invite.

The new admin’s status will be an envelope icon until they accept your invitation, at which time the status becomes a green circle with a check mark.

If the admin doesn’t accept your invitation right away and you want to remind them to join your team, you can resend the invitation. Hover over the admin and click Resend.

If an admin invitation email bounces back, the admin’s status becomes a yellow triangle with an exclamation point. Hover over the admin and click Resend.

If an admin invitation email bounces back after three attempts, the admin’s status becomes a red circle with an X. Hover over the admin and click the X, then verify the email and send a new invitation.

New admins will receive an email invitation with instructions to create an account. You’ll want to show them how to manage your team by sharing this article with them.

 

We recommend adding more admins than you think you might need, even if they don't regularly use Articulate 360. They can be backup admins in situations when no one else is available.

Admins can’t use the Articulate 360 apps to create e-learning courses unless you also assign them to a user seat.

By default, all admins are account admins, meaning they can manage all users, groups, and admins for the whole team. You can change an account admin to a group admin (and vice versa). See below.

Edit Admin Permissions

All admins start as account admins, meaning they can manage your whole team. However, you can change account admins to group admins, so they only have access to the groups they’re responsible for. And vice versa, you can promote group admins to account admins. Here’s how.

1. In your account management console, hover over the admin you want to edit and click the pencil icon that appears.
2. Choose either Account Admin or Group Admin.
   
   
3. If you selected account admin, click Save to complete the change. If you selected group admin, continue to the next section to learn about assigning groups to the admin you’re editing.

Assign Groups to Admins

When you edit admins (see above) and make them group admins, you can assign one or more groups of user seats for them to manage. Just enter group names in the field provided. Or remove groups by clicking the X beside each one. Click Save when you’re finished.

You can see which groups are assigned to each admin in your list of admins.

Remove Admins

To remove an admin from your team, hover over the admin, click the X that appears, and click Remove.

If admins are also assigned to user seats, removing their admin access doesn’t remove their user seats, so they can still use the Articulate 360 apps to create e-learning courses. To completely remove them from your team, be sure to remove them from their user seats too.