Manage Portal and Project Users

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

 Add portal users one by one

  1. Navigate to Home-->All Users.
  2. Click Add User at the top right.
  3. Specify the Email, User Role and Rate Per Hour fields.

    If your portal is not integrated with Zoho Invoice, the Rate Per Hour field doesn't show up when you add users.

  4. Select the project(s) in which you would like to add the users to.
  5. Click the plus icon at the right to add more users. Similarly, click the minus icon to delete.
  6. Click Add.

 Bulk add portal users

  1. Navigate to Home-->All Users.
  2. Click Add User at the top right.
  3. Click the Bulk Add link
  4. Specify the email IDs of the users in a comma separated format in the User Email field.
  5. Specify the User Role and Rate Per Hour fields respectively.
  6. Click Add to List.
    • Now, the records are added to the main Add User list 
  7. Click Add

Add project users one by one

  1. Select your project and navigate to Users.
  2. Click Add User at the top right.
  3. Specify the Email,User Role and Rate Per Hour fields.

    If your project's billing method is based on the project hours, then the Rate Per Hour field doesn't show up when you add users.

  4. Click the plus icon at the right to add more users. Similary, click the minus icon to delete.
  5. Click Add.

 

Bulk add project users

  1. Select your project and navigate to Users.
  2. Click Add User at the top right.
  3. Click the Bulk Add link. Here, you can add a set of new users or the existing portal users to your project.
  4. Select Existing Users to add the existing portal users to your project​.

    • Select the checkboxes against the existing portal users. 
    • Update their User Role and Rate Per Hour fields, if necessary.
    • Click Add to List.
    • Now, the records are added to the main Add User list.
  5. Select New Users to add a set of new users to your project.
    • Specify the email IDs of the users in a comma separated format and the other fields respectively.
  6. Click Add.

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

Invite Project Users

 Edit / Delete users across projects (Portal Users)

Hover over a user profile to edit or delete.
To Edit,

  1. Navigate to Home-->All Users.
  2. Click the Edit icon of the user whom you wish to edit.
  3. Modify the Portal Role and Portal Rate fields, if required.
  4. Select the project that you wish to update and modify the Role and Rate Per Hour fields respectively
    • You can also select the projects for which the user's portal role and rate should be updated in one go. Click the Apply Portal Values link after selecting such projects.
  5. Click the Assign More Projects link to map the user to multiple projects
  6. Click Update.
  • The Portal Role and Portal Rate will reflect as the default role and rate of the users respectively in all their upcoming projects. Anyways, a user's project Role and Rate Per Hour can be updated later.
  • If the Rate Per Hour field is not editable (shown as NA), then the project's billing is based on the project hours and hence User Rate cannot be set.
  • When a new user rate is set for a user within a project, it will be used to bill only that specific project and it won't affect the other projects in which the user is associated.

 Edit / Delete users within a project (Project Users)

Hover over a user profile to edit or delete.
To Edit,

  1. Select your project and navigate to Users.
  2. Click the Edit icon of the user whom you wish to edit.
  3. Modify the Role and Rate of the selected user, if necessary.
  4. Click Update.

  • If a project's billing is based on the project hours, then the Rate field doesn't show up when users edit their profiles.
  • When a new user rate is set for a user within a project, it will be used to bill only that specific project and it will not affect the other projects in which the user is associated

Bulk Rate Update

Sometimes, a need arises to set a common rate for the users who fall into the same role or a common rate for all the roles in your project. i.e. 80 USD / hour for all managers, 35 USD / hour for all the employees , 50 USD / hour for everyone in the project, etc. To make this easy, we have the Bulk Rate Update option in the Other Actions menu.

  1. Navigate to Home --> All Users --> Other Actions.
  2. ClickBulk Rate Update.
  3. Select the role for which you wish to update the user rate.
  4. Search for a specific user, specify the new rate, and save the changes if you wish to update the user records one by one. Else, select the users for whom you wish to map a common user rate. ​​
  5. Specify the new user rate in the Update selected users field and click Apply.
  6. Click Save​.

To update the user rates in bulk within your project, navigate to your project --> Users --> Other Actions and click Bulk Rate Update.

 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 Feeds. In the Users tab, hover the mouse over the selected project user and click the Follow icon. You can also choose to Unfollow the user, if required.

follow-user

 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.

viewerto-userrole

Hover the mouse 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.

edit-viewerrole

 Related Topics

Client Users