Everybody accessing the Slidebank system needs to have their own unique login credentials. This supports data security, abilities settings and the integrity of audit trails and metrics in the system.
The good news is that you can have an unlimited number of users on your site, including if you are still in the Free Trial phase. In fact, adding users during your free trial is the best way to road-test the system and make sure it suits your needs.
You need to be an Administrator to add users to your Slidebank account. There are three ways of doing this:
Adding users in bulk from a batch upload - great for getting your account up and running
Adding users one-by-one via the Setup tab and 'Manage Users' - great for adding a handful of users at a time
Quick-add via your Admin Homepage - great for adding a single user
We'll go through these each in turn...
1. Adding users in a batch upload
This is great if you want to add a whole stack of users at once. It will also update the details of any existing user profiles.
Uploading users from a batch file will also automatically generate the Departments and Roles you want them to belong to (if you haven't already created these).
To follow this step, you'll first need an Excel template.
You can download this template from 'Setup' > 'Import user batch file' and clicking the 'Download Example User Import Template' link (as above).
The next steps are as follows:
Fill in the details for each of your users
Take care not to rearrange any columns, which would interfere with the upload
Make sure each user has a Department and Role to belong to (there are columns for this)
Fill in a user name for each user. We recommend using the first half of their email address (before the @) or their full email address (easy for users to remember)
Make sure there are no 'unusual' characters in the spreadsheet, including !&^%-+= signs. These would also interfere with the upload
When you're done filling in the template, you'll need to save it in Excel as a 'Text (Tab delimited) (*.txt)' file type
Upload the .txt file under 'Setup' > 'Import User Batch File', either by browsing it or droipping it into the window provided
Slidebank will then create your new user profiles and update existing ones
You'll have the option to send out their registration links right away, though we recommend delaying this until your site is populated with content and user training has been carried out. You can send out registration emails later from your Admin Homepage (accessed by clicking the Slidebank logo in the top-left corner)
2. Adding New Users via 'Setup'
If you want to add a handful of users and you don't want to do another batch upload, you can add them one-by-one under 'Setup' > 'Manage Users'.
You'll need to click into the Department and Role that you want to add the user to, as follows (click the image for a full screen preview):
Clicking on the '+' button next to the appropriate Role will bring up the 'Create New User' dialogue box.
In here you'll need to:
Add the User's full name.
Add their email address.
Create a login name (we recommend the first half of their email address, before the @, or their whole email address).
Make them an Admin (Department-level Admin rights), Super Admin (Site-wide Admin rights) or a Normal User.
Define their user abilities - there are presets for 'Minimal Abilities' and 'Normal Abilities', or you can define your own. Note: users will automatically inherit the abilities defined for the Role you are adding them into (if you have set up your Abilities at Role level).
Select the Department(s) and Role(s) you want them to belong to. Note: users can belong to more than one of either, and Administrators will need to belong to every Department you want them to have power in.
Leave their password blank so they can set their own on registration.
Repeat this process for each user you want to add
3. Quick-Add Via Your Administrator Homepage
If you're an Admin with 'add user' abilities, you'll see a link on your Homepage that gives you quick access to the 'Add User' dialogue box.
This means you can add users quickly without needing to navigate to the correct Department / Role first.
You can access your Homepage by clicking on the Slidebank logo in the top left corner.
Once you've opened up the dialogue box, just follow the steps above.
So, those are the three ways of adding users:
Batch upload
Add users via Setup > Manage Users
Quick-add from the Admin Homepage
Next Steps after Adding Users
Once you've added a new user(s), you'll need to make sure the following are in place before you invite them to access Slidebank:
Make sure your user(s) have access to important content in Slidebank (access settings belong with each file and can be changed by clicking the 'options' button next to each file name)
Check your users' Abilities in Slidebank, which govern what the users can do once they get in there. You can check these in Setup > Manage Abilities or (for an individual user) by clicking on their user profile under Setup > Manage Users.
If you want to be sure of how a particular user experiences Slidebank, you can impersonate them to see Slidebank through their eyes. Search for the user under 'Manage Users' and choose 'Impersonate User' in the options (next to their user name)
Make sure users have been given an overview of Slidebank and its role in your company before sending out login details. It's best to give them access when understanding and enthusiasm are high!
Best of luck with adding users to your trial or Slidebank account. Let us know if you need any help!
Note: If you're a paying customer, your contract will allow for fluctuations in user numbers. That means you can simply add the users you need without contacting us, and we'll simply reflect the increase in your next invoice.