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Work with members and groups

About workspace members and groups

Add team members and stakeholders as members in the Projectplace workspace, to facilitate communication, planning, and execution of work.

In Projectplace Enterprise workspaces, members can also be organized into member groups that can be used for two main purposes:

  • Facilitate communication. Creating and using groups are an easy way of creating distribution lists when you want to broadcast information to many people at once, for example in conversations and comments. Learn more on how Projectplace can be used for communication and collaboration.
  • Restrict access. If you have a need that some people (for example stakeholders) should not be able to access all information in the workspace, different access rights levels can be defined for different member groups. Workspace members can belong to one or more groups, depending on the access level they should have. Learn more on how roles, groups, and access rights are used to define who can see and do what in Projectplace.

All workspace members with Read and write access to the Members tool can add and remove members, but only workspace administrators can invite teams and change who belongs to a member group, which may change access to information.

When working with access rights, it is recommended that you first create the groups you want to use and define the access rights for these groups. Then you can invite members to the workspace and put them directly into the member groups that give them the right access!

Find your way around Members tool

In the Members tool there are two main views that you can switch between; the list view and the card view.

In Projectplace Pro only the card view is available.

The list view gives you a sortable list of all members and some basic information about them, such as an email address, the organization the member belongs to, and when the member last logged in to Projectplace.

Each individual member has to update their own personal details in their settings. The workspace administrator has no access to anyone's personal preferences.

If you select members using the checkboxes, applicable options such as delete members and exporting a list of members to Excel, appears in the toolbar. 

In the list view you can:

  1. Invite more members, or invite a team if you are a workspace administrator. Note: the option to invite a team will not appear if no teams have been created. 
  2. Search for members, teams, and groups.
  3. Create groups.
  4. Switch to the card view. 
  5. Click any column header to change the sorting method. For example, the Type column displays a list where groups, teams, and members are not mixed.
  6. Click a member, team, or group name to see all available details. Under the member name, you will see the role the member has in the workspace. The role can be changed by a workspace administrator or by the member. 
  7. Manage a list of contacts that do not have Projectplace access.

 

The card view is a visual presentation of the team (no groups are included in this view).

In the card view you can: 

  1. Invite more members, or invite a team if you are a workspace administrator.
  2. Switch to the list view (only available in Projectplace Enterprise).
  3. Click a member's card to see all available details (only available in Projectplace Enterprise).
  4. Manage a list of contacts that do not have Projectplace access (only available in Projectplace Enterprise).

 

The workspace administrator can get an overview of all groups, teams, and their members, using the Export access rights function in the Documents tool (only available in Projectplace Enterprise). 

Add member

You can invite anyone to a workspace, regardless of if they already have a Projectplace account or not. If they already have a Projectplace account, your workspace will be added to their list of workspaces next time the member logs in. If the member does not have a Projectplace account, the invitation will include instructions for creating an account.

There are three places where you can add more members: 

  • From the workspace Overview, click the plus icon next in the members section of the overview.
  • From the list view in the Members tool available in Projectplace Enterprise, click the Invite button.
  • In the card view of the Members tool, click the plus icon. 

To invite members: 

  1. Start the invitation process in any of the three ways described above. 
  2. Enter the email addresses for the people you want to invite. If they are already members of other workspaces in the account you can select them from the drop down list.
  3. In Projectplace Enterprise, you can choose to add the member to a group used for access rights and/or communication purposes. 
  4. Write a personal message including information about what the the purpose of the workspace. Include a sentence or two about why you want this person in the workspace.
  5. Specify whether you want the invited members to receive daily and weekly reports from the workspace (only available in Projectplace Enterprise) . The daily report gives a view of what has happened the during last 24 hours in the workspace. The weekly report gives an update on the overall status of work, including warnings for overdue milestones and activities, as well as recently changed documents.
  6. Click Send.
  7. An invitation email will be sent to all email addresses included in the invitation.

If you need help to get members up and running please look into our training and consulting services.

Add teams

If one or more teams exist in the account, workspace administrators will be able to invite each team to the workspace. When a team is invited, all its members will be added to the workspace, and will automatically be included in the team group. Team groups, just like member groups, can be used for communication purposes and to apply specific access rights.

There are three places where you can add a team if you are a workspace administrator: 

  • From the workspace Overview, click the plus icon next in the members section of the overview.
  • From the list view in the Members tool available in Projectplace Enterprise, click the Invite button.
  • In the card view of the Members tool, click the plus icon. 

To invite teams, start the invitation process in any of the three ways described above.

  1. Click the Team tab.
  2. Choose a team from the drop-down list.
  3. Write a message to the team including information about why you are inviting them to the workspace.
  4. Specify whether you want the team members to receive daily and weekly reports from the workspace (only available in Projectplace Enterprise). The daily report gives a view of what has happened during the last 24 hours in the workspace. The weekly report gives an update on the overall status of work, including warnings for overdue milestones and activities, as well as recently changed documents.
  5. Click Send.
  6. An invitation email will be sent to all team members.

Learn more on how to create and manage teams as an account administrator.

Add administrators

We recommend that you add one or more administrators to help manage the workspace. Workspace administrators can set access rights to document folders and determine what tools should be available in the workspace.

Add group

To create a new group:

  1. Go to the Members tool.
  2. Click the Create group field.
  3. Enter the name of the group and click Enter or click the plus icon.
  4. Click the created group to open a detail view where you can enter more details. 

Edit members in groups

To add or remove several members at once:

  1. Go to the Members tool.
  2. Click the name of the group you want to add participants to.
  3. In the opened detail view, click the Members section.
  4. Type to search the member name and select it from the drop-down menu. Repeat the process for all members you want added to the group.

To add or remove one member only:

  1. Go to the Members tool.
  2. Click the name of the member you want to add to a group.
  3. Click the Groups and Access Rights tab in the window that is opened.
  4. Click the Member of These Groups label.
  5. To add to a group; click Add, then select the groups to add the member to and click Add. To remove from a group; select the group and click Remove.
  6. Click Save.

Edit members in teams

Adding or removing members from a team can only be done by the team members in My team view.

Change the team name or description

To change the team name or description:

  1. Go to the Members tool.
  2. Click the name of the team you want to change.
  3. In the opened detail view, click the team name or the description to make changes.

Restrict access for groups or teams

To change access rights for members groups:

  1. Go to the Members tool.
  2. Click the name of the group or team you want to change.
  3. Click the Access Rights section in the opened detail pane.
  4. Review/change the access of the group or team should have to the different available tools.

Members of a workspace that are not members of a specific group, are automatically included in a group called Members not in a group. This group is not displayed in the list of groups in the Members tool, but the workspace administrator can see and change access rights for this group. Setting restricted access rights for this group can be useful to restrict access for new members that have not yet been added to the appropriate groups.

Re-invite members

In the members card view, you can easily see who has or has not yet registered. 

To send a reminder for those members not currently registered:

  1. Go to the Members tool.
  2. Go to the card view. 
  3. The Resend invitation button is displayed for each member that has not yet registered. Click the button to send another invitation email.

Remove members, teams, or groups

When a workspace member is removed he or she will no longer have any access to the workspace. Their Projectplace user account will remain though, so they can continue work in other workspaces they are a member of, and be added to new workspaces without having to create an account.

To remove members, teams, or groups from the workspace in the list view available in Projectplace Enterprise:

  1. Go to the Members tool.
  2. In the list view, select the members or groups you want to remove using the checkboxes. 
  3. Click the Remove button that appears in the toolbar. 

If you remove a group or a team, the members of that group or team will still have access to the workspace and can gain extended access rights. 

To remove members from the workspace in the card view: 

  1. Go to the Members tool.
  2. In the card view, put the hover the cursor over a member name.
  3. Click the x that appears in the upper right corner. 
  4. Click Remove

 

 

 


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