Manage Portal and Project Users

Project users have access privileges like viewing the milestones, adding or editing tasks, uploading files in a project, and posting a topic in forums etc. The project user can be an Admin, a Manager or an Employee.

 Add portal users one by one

  1. Click in the top band.
  2. Navigate to the Users section and click Portal Users.
  3. Click Add User in the upper right.
  4. Enter an Email, select a User Role, and provide a Rate Per Hour for each user (you'll only see the Rate Per Hour field if your portal is integrated with Zoho Invoice)
  5. Click to the right to add another user. (To remove a user from the list, click the .)
  6. Select the projects from the picklist to map the users under them. Hold the Ctrl key to select multiple projects.
  7. Click Add.

 Bulk add portal users

  1. Click  in the top band.
  2. Navigate to the Users section and click Portal Users.
  3. Click Bulk Add below the Email field.
  4. Enter the users' email addresses, separated by commas.
  5. Select a User Role and Rate Per Hour for these users.
  6. Click Add to List to return to the main Add User list with these users included.
  7. Click Add.

Add project users one by one

  1. Click Projects in the top band.
  2. Select a project from the list.
  3. Select Users from the left-hand panel.
  4. Click Add User in the upper right
  5. Enter an Email, select a User Role, and provide a Rate Per Hour for each user. (If the project's billing method is based on the project hours, then you won't see the Rate Per Hour field here.)
  6. Click to the right to add another user. (To remove a user from the list, click the .)
  7. Click Add.

 

Bulk add project users

  1. Click Projects in the top band.
  2. Select a project from the list.
  3. Select Users from the left-hand panel.
  4. Click Bulk Add below the Email field
  5. Choose whether you want to add existing portal users to your project, or create entirely new users. .

    • Select Existing Users to add portal users to your project
      • Use the checkboxes to select the existing users you want to add
      • Update their User Role and Rate Per Hour as needed
      • Click Add to List to return to the main Add User list with the selected users included.
    • Select New Users to create entirely new users to add to your project.
      • Enter the users' email addresses, separated by commas.
      • Give each user a User Role and Rate Per Hour.
  6. Click Add.

An email invite is sent to the added users along with the login credentials.

 Edit a Portal User

When you edit a user's profile, you can set their default role and rate across the portal. If you add the user to a new project in the future, they'll join the project with that default role and rate. You can edit their role and rate for a project individually, which will affect the billing only for that project and not others. You can also apply the user's portal defaults to any project to which they're assigned, either individually or in bulk.

  1. Click  in the top band.
  2. Navigate to the Users section and click Portal Users.
  3. Hover over a user to display available actions.
  4. Click .
  5. Update the user's Portal Role and Portal Rate as needed
  6. Edit the Role and Rate Per Hour for individual projects in the list. (If the Rate Per Hour field for a project shows "NA", it means that project's billing is based on project hours and you won't be able to set a user rate.)
    • To add the user to more projects, click Assign More Projects above the list
    • To apply the user's default values to projects, use the checkboxes to select the projects you want and click Apply Portal Values
  7. Click Update.

 Delete a Portal User

  1. Click  in the top band.
  2. Navigate to the Users section and click Portal Users.
  3. Hover over a user to display available actions.
  4. Click .
  5. Check the box if you want to let the user know they've been removed.
  6. Click Delete User.

 Edit a Project User

When you edit a user within a project, the changes you make affect only that project. When you change the user's role or rate, it doesn't affect the billing for the user's other projects.

  1. Click Projects in the top band.
  2. Select a project from the list.
  3. Select Users from the left-hand panel.
  4. Hover over a user to display available actions.
  5. Click .
  6. Update the user's Role and Rate as needed. (If the project's billing is based on project hours, you won't see the Rate field here.)
  7. Click Update.

 Delete a Project User

When you delete a user from a project, they'll be removed from that particular project only but not from the entire portal.

  1. Click Projects in the top band.
  2. Select a project from the list.
  3. Select and navigate to Users from the left-hand panel.
  4. Hover over a user to display available actions.
  5. Click 
  6. Check the box if you want to let the user know they've been removed.
  7. Click Delete User.

Bulk Rate Update

Sometimes you might want to set one common rate for all the users who hold the same role in your project (for instance, $80/hour for managers and $35/hour for employees), or even set a common rate for all of the users in the project (for instance, $50/hour for everyone regardless of role). The Bulk Rate Update option makes this easier.

To update user rates in bulk across the portal:

  1. Click  in the top band.
  2. Navigate to the Users section and click Portal Users.
  3. Click  and select Bulk Rate Update.
  4. Select a Role to update, using the drop-down menu.
  5. Select users by either typing a specific user name into the search field, or using the checkboxes to select users from the list.
  6. Enter the new rate in the Update Selected Users field.
  7. Click Apply.
  8. Click Save.

To update user rates in bulk within a particular project:

  1. Click Projects in the top band.
  2. Select a project from the list.
  3. Select Users from the left-hand panel.
  4. Click  and select Bulk Rate Update.
  5. Select a Role to update, using the drop-down menu.
  6. Select users by either typing a specific user name into the search field, or using the checkboxes to select users from the list.
  7. Enter the new rate in the Update Selected Users field.
  8. Click Apply.
  9. Click Save.

 Follow project users for a selected project

You can follow a project user to know about their project activities. And once you follow a project user, you will be notified about all their project activities in your project Feed. Hover over a project user and click . You can also choose to Unfollow the user, if required.

 Change viewers or followers to project users

You can change the role of a viewer or follower into a project user based on your project need.

In the Users tab, click the drop-down arrow next to Users and select Viewers or Followers to display the list of viewers or followers.
Hover over the user role of the required viewer or follower and click Edit. In Edit User, choose the appropriate user role and click Update to change the viewer or follower as a project user.

 

 Related Topics

Client Users